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Office Assistant

Benedictine University
Illinois, United States
Salary Not Specified
Posted date
Aug 25, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Salary Band
Not specified
Employment Type
Full Time
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Office Assistant

Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.

Primary Duties and Responsibilities:

Job Title: Office Assistant

Department: Department of Psychology/Sociology/Criminology/CPSY and Department of Political Science (Starting Fall 2022: Department of Psychology and Department of Society, Justice, and Politics)

Reports to: Department Chair(s)

Status: Full time, benefit eligible

Location: Lisle Campus

Position Summary: Provide administrative support for the Department Chairs and faculty members.
Essential Job Responsibilities:

1. General office responsibilities including but not limited to: provide office support for the Psychology/Sociology/Criminology/CPSY and Political Science Department faculty and staff, ensure deadlines are met for placing book orders, assist faculty in ordering desk copies, making copies of syllabi for distribution, posting syllabi in College of Liberal Arts S drive folder and online, updating and posting faculty office hours; screen, route and respond to telephone communications; greet and direct visitors and address their needs as appropriate; distribute mail and supervise and prepare large mailings, provide technical support to students, faculty and staff for software and office machines. Gather, analyze and update data to maintain departmental records and databases, as appropriate; establish and maintain advising files and records for the Psychology/Sociology/CPSY Department. Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for the Psychology/Sociology/Criminology/CPSY and Political Science Departments, to include maintenance, inventory management, and software support. Perform general office duties: distribute rosters, grade sheets, letters, and memos; maintain handbooks, department calendar and operations manual; order office supplies; initiate purchase orders, check requests, expense reports, travel requests, bill payments, and textbook ordering. Organize and facilitate meetings and events for Psychology/Sociology/Criminology/ CPSY and Political Science. May perform other duties as assigned.

2. Coordinates all aspects of the I.D.E.A. evaluation process, including preparation of the evaluation packets, ensuring evaluations are completed, submitting completed evaluations in a timely fashion, preparing copies of all handwritten comments for distribution to department chair and dean.

3. Coordinate admissions interviews and advising appointments for Masters of Clinical Psychology students; notify graduate admissions of a student's acceptance or denial; process requests for background checks and maintain appropriate files and database for Masters of Clinical Psychology graduate students; insure confidentiality is maintained for all database and file information.

Other Functions:

1. Interview, hire and coordinate the work of student workers as appropriate.

2. Update and maintain department personnel files, notify and supply proper documentation of new hires to Personnel Resources and Dean’s Office.

Required Qualifications:

Minimum Job Requirements:

Education: Bachelor's degree preferred; high school or equivalent with an excellent background in office/logistic management considered.

Experience: 3-5 years office experience, preferably in an academic setting

Specific Skills: Ability to maintain high level of confidentiality. Verbal and written communication skills, knowledge of business office practices and procedures, interpersonal/human relations skills, supervisory skills, planning and organizational skills, attention to detail and ability to multi-task.

Specific Knowledge, Licenses, Certifications: Proficiency in Microsoft Word, Excel, Access, Outlook and PeopleSoft. Knowledge of function and maintenance of general office equipment.

Travel (If applicable): N/A

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to touch, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Use of computer screen, phone and customer service.
May require bending, or sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Supervisory Responsibility (if applicable): Supervise graduate and/or undergraduate student workers.

Working Conditions: Typical interior/office work environment; position also requires delivering and collecting materials to and from offices across campus (in all weather conditions).
Attending meetings and events related to job responsibilities, handling copying requests at the office suite printer/copier, lifting packages and mail.

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. Per Gov. Pritzker’s Executive Order proof of vaccination or weekly COVID-19 testing is required.

Benedictine University is an Equal Opportunity Employer.

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