Part Time Administrative Assistant

St. Mary's University Texas•San Antonio, TX

52d

About The Position

This position provides program and administrative support to the Beirne Director for Center for Catholic Studies (CCS). ESSENTIAL DUTIES AND 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. 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; Assists team members with event planning and registration as needed. Coordinates event logistics for the Center's signature speaker series Assists with program planning and implementation to secure resources and logistical details of classes, instruction, events or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up/execution, speaker needs, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately. Prepares media and materials for programs and special events in coordination with University Communications for print and social media posts. Coordinates the production and distribution of marketing materials and social media releases. Collaboratively manages all department finances with leadership, 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. Manages and processes all aspects of travel arrangements to include University travel documentation, expenses and reimbursements for leadership and visiting lecturers. Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per office policy and operational functions. Assembles and disseminates information as requested for internal and external individuals or organizations. Schedule appointments, and supports office staff. Performs other duties as assigned.

Requirements

High School Diploma/GED required; Associate's Degree from an accredited college/university or an equivalent combination of education and work related experience preferred.
Two or more years administrative experience required; experience in an educational or non-profit organization, ideally managing projects and/or high-profile events, is preferred.
Must clear and maintain a favorable background investigation and clearance
Must have a valid driver's license, motor vehicle liability insurance, and personal injury insurance, or have a self-reliant source of transportation to conduct business on a daily basis
Must feel comfortable operating in several technological platforms and in learning new technologies
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).
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 Center for Catholic Studies.

Nice To Haves

Associate's Degree from an accredited college/university or an equivalent combination of education and work related experience preferred.
experience in an educational or non-profit organization, ideally managing projects and/or high-profile events, is preferred.

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.
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
Assists team members with event planning and registration as needed.
Coordinates event logistics for the Center's signature speaker series
Assists with program planning and implementation to secure resources and logistical details of classes, instruction, events or meetings by securing room(s), virtual resources and managing digital requirements.
Provides support for set-up/execution, speaker needs, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately.
Prepares media and materials for programs and special events in coordination with University Communications for print and social media posts.
Coordinates the production and distribution of marketing materials and social media releases.
Collaboratively manages all department finances with leadership, 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.
Manages and processes all aspects of travel arrangements to include University travel documentation, expenses and reimbursements for leadership and visiting lecturers.
Creates, composes and edits documents, presentation and reports.
Creates and maintains databases.
Maintains filing records as per office policy and operational functions.
Assembles and disseminates information as requested for internal and external individuals or organizations.
Schedule appointments, and supports office staff.
Performs other duties as assigned.