Administrative Assistant (Mathematics/CSEECE)

St. Mary's University•San Antonio, TX

1d•Onsite

About The Position

This position will provide comprehensive support for departments, clubs, programs, and events that assist faculty, staff and students in support of teaching, research, service and outreach activities of the school. The position is dedicated 50% to Computer Science, Electrical and Computer Engineering and 50% to Mathematics departments and provides support to faculty members who undertake other administrative responsibilities for the University. ESSENTIAL DUTIES AND RESPONSIBILITIES : Provides comprehensive administrative support in daily activities for department. Maintains email distribution lists and shared calendars; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests. Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per department policy and operational functions for files, events, accreditation, and/or programs. Assembles and disseminates information as requested for internal and external individuals or organizations. Processes budget actions for check and cash requests, purchase orders, deposits, reimbursements, travel authorizations and expense reports; prepares and maintains budget files, expense forecasting, and creates budget forms as needed for overall offices expenses; purchasing of office supplies, conference/ travel arrangements and expense reimbursements; manages updates of monthly budget files by ensuring all outstanding charges are accounted for in collaboration with department chairs. Assists the Dean, department chair(s) and school leadership with the coordination of course offerings, maintaining information on faculty teaching loads, faculty instructional units, faculty releases, and reports. Collects, assembles and maintains files of all syllabi, faculty credentials and all other semester documents. Assembles and prepares publicity, media and materials for meetings, retreats, training, workshops, seminars, conferences, and special events in coordination with communication department. Coordinates the production and distribution of marketing materials and social media releases and maintains applicable webpages. Arranges, supports, and attends meetings, events or conferences. Invites required participants, documents meeting results to include attendance logs, minutes, and/or action items. Consults with chairs, faculty, and support staff on action items and ensures materials are timely distributed. Hires, guides and supervises the student workers. Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices; updates job descriptions, interviews and hires; evaluates and maintains records in compliance with Financial Aid guidelines; timesheet approvals, office training and manages daily work plans for Student Workers for the office; Works in concert with the Provost's and Dean's office to coordinate recruitment efforts of faculty, staff and students by appropriately processing paperwork and maintaining confidentiality. Provides direction and acts as a resource to faculty and staff with regard to procedures. Coordinates on-campus visits, arranges travel, prepares agendas and coordinates calendars. Serves on University committees as appropriate and in place of other staff when they are out of office for periods of time. Performs other duties as assigned.

Requirements

High School Diploma or GED
3 years of experience providing administrative support to office or department.
Must clear and maintain a favorable background investigation and clearance
Must have 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 have the ability to demonstrate intermediate proficiency in MS Office (Word, Excel, Outlook, and PowerPoint), Teams, Zoom, or similar online/virtual meeting platforms.
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.
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; ability to work effectively with communities across the university.
Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team
May be required to work more than 40 hours during the workweek.
Ability to successfully manage up (coordinate and structure activities related to the Dean) and manage down (oversee student staff and delegate tasks) while maintaining a positive and confident attitude.

Nice To Haves

Associate's Degree from an accredited college or university or 24 hours of completed college coursework, preferred.
Experience working in Higher Education or educational environment, preferred.
Experience with report software (ARGOS) or similar, HRIS/Student Information Systems (Banner) or similar programs, 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 department.
Maintains email distribution lists and shared calendars; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests.
Creates, composes and edits documents, presentation and reports.
Creates and maintains databases.
Maintains filing records as per department policy and operational functions for files, events, accreditation, and/or programs.
Assembles and disseminates information as requested for internal and external individuals or organizations.
Processes budget actions for check and cash requests, purchase orders, deposits, reimbursements, travel authorizations and expense reports; prepares and maintains budget files, expense forecasting, and creates budget forms as needed for overall offices expenses; purchasing of office supplies, conference/ travel arrangements and expense reimbursements; manages updates of monthly budget files by ensuring all outstanding charges are accounted for in collaboration with department chairs.
Assists the Dean, department chair(s) and school leadership with the coordination of course offerings, maintaining information on faculty teaching loads, faculty instructional units, faculty releases, and reports.
Collects, assembles and maintains files of all syllabi, faculty credentials and all other semester documents.
Assembles and prepares publicity, media and materials for meetings, retreats, training, workshops, seminars, conferences, and special events in coordination with communication department.
Coordinates the production and distribution of marketing materials and social media releases and maintains applicable webpages.
Arranges, supports, and attends meetings, events or conferences.
Invites required participants, documents meeting results to include attendance logs, minutes, and/or action items.
Consults with chairs, faculty, and support staff on action items and ensures materials are timely distributed.
Hires, guides and supervises the student workers.
Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices; updates job descriptions, interviews and hires; evaluates and maintains records in compliance with Financial Aid guidelines; timesheet approvals, office training and manages daily work plans for Student Workers for the office;
Works in concert with the Provost's and Dean's office to coordinate recruitment efforts of faculty, staff and students by appropriately processing paperwork and maintaining confidentiality.
Provides direction and acts as a resource to faculty and staff with regard to procedures.
Coordinates on-campus visits, arranges travel, prepares agendas and coordinates calendars.
Serves on University committees as appropriate and in place of other staff when they are out of office for periods of time.
Performs other duties as assigned.