Administrative Assistant for Auxiliary Services
- Employer
- Mount St. Joseph University
- Location
- Ohio, United States
- Salary
- Salary Not Specified
- Date posted
- Jul 8, 2021
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Auxiliary Services
- Employment Level
- Administrative
- Employment Type
- Part Time
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Purpose:
The Administrative Assistant provides clerical support to the entire department through updating calendars in Outlook, creating documents to inform other departments of events, gathering and copying set up requirements for staff, updating reports and files, creating purchase orders/invoices/deposits, delivering checks to fiscal, greeting guests, assisting with group check ins/outs, answering calls and tracking messages. Duties:
- Maintains and ensures the accuracy of 29 Outlook calendars on a daily basis, manually consolidates this information to create a master calendar of reference, produces a weekly report in Word of required duties for Auxiliary staff, plus monthly departmental reports in Excel detailing the departments responsibilities to each event. Provides daily updates regarding event changes to all departments as needed.
- Obtains all set-up requirements from other departments and outside rentals and copies information to Campus Set-Up Supervisor for completion. Keeps log book of all set-ups, including a Master Set Up Form binder.
- Generates and maintains appropriate records and reports to track revenue progress, creates invoices, and processes Accounts Receivables.
- Assists guests and clients via the telephone and in person, prepares signage and ferns for weddings, assists with group check ins/outs, answers the phone, creates purchase orders, assists with cleanliness and organization of the departmental office.
- Other duties as assigned.
Primary Contacts:
Campus employees and students Supervision Exercised:
None 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 supervisor.
Education:
High school diploma required Experience:
Administrative support experience.
A commitment to 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-parent-faculty-staff customer needs
and expectations; anticipate and identify
student-parent-faculty-staff customer needs
- Exhibit open and inclusive language in dealing with students,
faculty, staff, and guests
- Collaborate well with others and help make the Student Affairs
Office a cohesive group
- Communicate, cooperate and collaborate well with others to
achieve common office, division, or university goals
- Willingly assists in various responsibilities as appropriate
within the Student Affairs Office and other areas of the university
as appropriate as required during high service demand times
- Develop and nurture an effective, productive, and respectful
rapport and working relationship with students, parents, 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
- 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.
- 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 the department and/or
position
- 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,
CARS, copier, fax machine
- 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
for move-in at the start of the academic year
To apply, please upload a cover letter, resume, and contact information with three professional references on our website.
A review of resumes will begin immediately and continue until the position is filled.
Please click here to review the University's Non-Discrimination Policy.
Mount St. Joseph University is an Equal Opportunity Employer
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