Administrative Assistant for Mission Ambassadors Program

Purpose:

To provide administrative support services, clerical, and other related tasks for the Mission Ambassadors Program. To assist with and manage the information and data involved with all aspects of the Mission Ambassadors Program; including but not limited to: participation in activities, events, service learning, Mission Ambassadors Formation courses, and other information necessary to promote student engagement and success. This position requires positive energy, teamwork, customer service, initiative, professionalism, and high levels of integrity and confidentiality in addition to knowledge of campus resources. This person is responsible for handling sensitive material. It requires an employee who can make informed, independent decisions when necessary, and work without close supervision. Duties:

• Provide efficient, timely, and sensitive handling of all office tasks, as well as a compilation of data and preparation of reports related to the Mission Ambassadors Program
  
  
• Screen and direct all calls and visitors with discretion and courtesy
  
  
• Handle routine inquiries of internal and external customers
  
  
• Schedule appointments for the staff of the Office of Mission Integration as they relate to the Mission Ambassadors Program
  
  
• Make room reservations and send out email notifications for meetings for the Mission Ambassadors Program
  
  
• Book facilities for Mission Ambassadors events: monthly meetings, prayer services, mission projects, retreats, etc.
  
  
• Schedule high school visits for recruiting visits for both Catholic and public high school recruiting visits, scan contact cards, record data, and submit contact cards to the Office of Admission following visits
  
  
• Arrange meetings for the Mission Ambassadors Program staff (Director of Mission Integration, Assistant Director of Mission Integration, Mission Ambassadors Coordinator, Mission Ambassadors Administrative Assistant)
  
  
• Create purchase orders for the Mission Ambassadors Program
  
  
• Initiate work/service orders for Mission Ambassadors Program
  
  
• Participate in Baccalaureate Masses (December and May), programs, and activities as appropriate
  
  
• Provide administrative support related to enforcement of responsibilities of Mission Ambassadors
  
  
• Assemble materials for distribution at the beginning of each semester and throughout the year
  
  
• Coordinate various notifications to students and offices
  
  
• Perform routine office functions – word processing, Excel spreadsheets, ordering and maintaining office supplies, sort, and open mail, purchase orders through the web, office copier maintenance
  
  
• Author correspondence to various university constituencies, as well as those outside the University community
  
  
• Maintain multiple filing systems and records for Mission Ambassadors Program and maintain up-to-date files while archiving necessary documents and information
  
  
• Contribute to the team’s effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the Mission Ambassadors Program; helping others accomplish related job results when needed
  
  

Primary Contacts:

Director of Mission Integration, Assistant Director of Mission Integration, Mission Ambassadors Coordinator, Chief Diversity and Inclusion Officer, Director of Service Learning, students, alumni, faculty, University professional and administrative support staff; Buildings & Grounds, Student Administrative Services, Campus Police, Campus Facilities, Wellness and Athletics, and other members of the University community Supervision Exercised:

Student staff for coordination of various projects Supervision Received:

Works toward a previously defined objective with little daily supervision and uses a wide range of procedures to accomplish goals, plans, and arranges own work referring problems to the Director of Mission Integration

Qualifications

Education:

High school diploma plus some additional training required; associate degree preferred Experience:

Over one year and up to and including two years of related experience. Demonstrated ability and commitment towards diversity, equity, and inclusion. Skills, Attributes Customer Service:

• Exhibit excellent student/faculty/ staff customer service orientation in providing service in all responsibilities and interactions
• Demonstrate creative problem-solving in handling people and situations
• Adapt willingly and quickly to changing priorities, responsibilities, and student-alumni-faculty-staff customer needs and expectations; anticipate customer needs
• Exhibit open and inclusive language in dealing with students, faculty, staff, and guests

Teamwork:

• Communicate, cooperate, and collaborate well with others to achieve common office, division or University goals
• Willingly assists in various responsibilities as appropriate within the Office of Mission Integration and other areas of the University as appropriate and required during high service demand times

Communication:

• Develop and nurture an effective, productive, and respectful rapport and working relationship with students, alumni, faculty, and staff co-workers, and various campus and community constituencies while maintaining an appropriate level of professionalism
• Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
• Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking
• Communicate information clearly and concisely and listen well to others

Accuracy:

• Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions
• Check the accuracy of the information that is provided to others.

Initiative:

• Take immediate and independent action when necessary assuming initiative for creative problem solving
• Accomplish tasks with follow through to completion
• Adapt willingly and quickly to changing priorities, responsibilities, and functions within department and/or position

Technical:

• Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, including Word, Excel and Outlook, Internet, copier, fax machine, and scheduling and using Zoom

Work Environment, Physical Demands:

• Standing or sitting in one position for long periods. Office service hours; computer data input; multiple concurrent tasks with constant service interruptions; faculty and student contact; strict confidentiality; detailed work; occasional evening or weekend hours

To apply, please upload the cover letter, resume, and contact information with three professional references via Paycom.
A review of resumes will begin immediately and continue until the position is filled.
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Mount St. Joseph University is an Equal Opportunity Employer