Administrative Assistant

St. Mary•San Antonio, TX

21h•Hybrid

About The Position

The Administrative Assistant assists the Rattler Success Center (RSC) and the Vice Provost of Academic Success and Vocation with managing the administrative tasks associated with all daily operations. The Assistant collaborates closely with leadership to coordinate and provide comprehensive administrative support for the Rattler Success Center (RSC) and initiatives, operations, and priorities of the Vice Provost's Office. This position maintains and fosters positive, effective relations between the Rattler Success Center and students, faculty, and staff.

Requirements

Associate's Degree from an accredited college or university is required or an equivalent combination of education and work related experience
One to two years administrative experience required
Must clear and maintain a favorable background investigation and clearance
Must have the ability to demonstrate intermediate skills in MS Office (Word, Excel, Outlook [email and calendar], and Teams).
Uses various software applications, such as spreadsheets, virtual platforms (Zoom, Teams), Canva.
Must have excellent verbal and written communication skills.
Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university; highly responsive to the needs of others.
Must have a high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
Must have strong self-initiative skills and use discretion to complete work assignments; initiative is frequently required to complete work assignments along with professional demeanor, appearance and strong work ethic.
Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
Positive attitude (friendly, and courteous service) is essential.
Promotes and maintains a spirit of helpfulness, congeniality, and sensitivity to the private and/or confidential aspects of the Rattler Success Center and Office of Vice Provost of Academic Success and Vocation.
Display a strong commitment to the mission of the institution and ability to articulate the value of a Marianist, Catholic education.

Nice To Haves

Bachelor's Degree preferred
in a higher education setting preferred
Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

Responsibilities

Provides comprehensive administrative support in daily activities for the office; maintains email distribution lists and shared calendars; manages incoming and outgoing correspondence, including emails, faxes, mail, and packages including all print, digital, and video resources; makes copies, files, maintains general office supply inventory, furniture, office equipment and submits facilities service requests, and establishes and improves office procedures.
Acts as the receptionist and greets, directly helps, or redirects contact with all students, faculty, and others seeking information from the office via email, telephone, social media, or in-person communication. Responsible for maintaining the professional atmosphere of the reception areas and ensuring students sign-in and sign-out.
Coordinates all administrative tasks associated with programming and events, including, but not limited to, adding events to appropriate calendars, making in-person or virtual space reservations and managing RSVPs; Schedules appointments and assists team members with event planning and registration as needed.
Collaboratively manages all department finances with the Senior Director and Vice Provost, including the budget, check requests, travel expense and reimbursement requests, credit card statements, inventory, purchasing resources, and other financial matters; maintains the annual financial asset inventory log.
Maintains Rattler Success Fund workflow including application intake, communication to review committee and applicants, detailed logistical support and the development of internal and donor-facing reports.
Creates, composes and edits documents, forms, presentations and reports.
Creates and maintains spreadsheets and databases.
Maintains filing records as per office policy and operational functions.
Assembles and disseminates information as requested for internal and external individuals or organizations.
Assists with data collection, analysis and reporting.
Processes change of adviser requests.
Supervises, trains and mentors student staff.
Serves as test proctor, as needed.
Provides support for Academic Success and Vocation special projects or assignments as directed.
Performs other duties as assigned.