Position Information

Position Title Administrative Assistant I

FLSA Non-Exempt

Primary Responsibilities

General Summary:

Under the supervision of the Vice President of the University and Dean of Academic Affairs, the Associate Dean for Faculty Affairs, the Chair of the Education Department, and the Coordinator of the Graduate Program, provides collaborative administrative and clerical support for a diverse range of complex tasks with a minimum of direction. The applicant must possess initiative, excellent judgment, discretion, and the ability to coordinate and accomplish multiple, detailed tasks with competing priorities in a confidential, efficient, and pleasant manner.

Job Duties Include:

Administrative support to the Academic Affairs Office

• Greet faculty, students and visitors, answer questions and make referrals to proper personnel and/or offices

• Manage and process payment and reimbursement requests for academic dean’s office research grants and conference/research travel funding for faculty, staff and students

• Maintain Outlook calendar for the Associate Dean for Faculty Affairs

• Maintain Academic Affairs events calendar

• Maintain records for the Dean’s Office

• Prepare regalia order for Matriculation and Commencement

• Coordinate with Registrar’s Office to produce Dean’s List

· Prepare recruitment packets for the Associate Dean to give to job candidates

• Maintain Academic Affairs social media accounts (including Facebook and Instagram)

· Provide additional support to programs administered by the Academic Affairs office, including the Academic Honor Council and the SLU Fellows Program, including administering notifications and payments to students, coordinating summer student housing with residence life

· Other duties as assigned, including providing back up administrative support to the Dean and back-up for Executive Secretary to the Dean as needed

Event Planning

· Plan and schedule events hosted by the Academic Affairs Office

· Work with Associate Dean for Faculty Affairs and Director of CITA to plan New Faculty Orientation

· Plan, schedule, and coordinate participation in Convocation (August) & Festival of Science, Scholarship, and Creativity (April) and other ceremonial/celebratory events as directed like assisting with logistics for May college

· Plan and schedule events for Arts Collaborative (AC) Committee

· Work with the AC co-chairs on budgeting and approval of events and residencies, including managing reimbursements related to AC events

· Maintain Arts Collaborative website and social media sites

· Coordinate summer research student poster presentations at the Family Weekend Honors Reception. Send invitations and order refreshments for the reception.

· Plan, schedule, and coordinate participation in for the academic and leadership awards as part of Moving Up Day. Prepare program, certificates, and presentation information.

· Assist Phi Beta Kappa President on various induction ceremonies and end-of-year banquet

Education Department and Graduate Program specific duties

· Assist with Graduate Program admissions and onboarding of new graduate students, including using the Slate application system and planning graduate student orientation

· Assist the Coordinator of the Graduate Program with communications with Athletics and graduate students

· Assist the Education Department chair with communications to current and prospective students, monitoring the Education department email account

· Assist the chair and graduate coordinator with reimbursements from the Education Budget; monitor the Department budget

· Order office supplies and assist faculty with orders of other office equipment and departmental purchases charged to departmental budget lines.

· Process student personnel paperwork and bi-weekly timesheets.

· Maintain department websites.

· Scan documents and course evaluations for the Department

· Other duties as assigned.

Minimum Qualifications

Associate’s or bachelor’s degree and three years of secretarial/administrative experience preferred, but equivalent combination of education and/or experience will be considered. Confidentiality and professional behavior is essential. Excellent oral and written communication skills required including correct spelling, grammar, and punctuation, as well as attention to accuracy, format, and professional presentation. Excellent time management, organizational, and customer service skills are required.

IT skills required: demonstrated ability with Microsoft 365 (including MS Word, Excel, PowerPoint, OneDrive and Teams) and Adobe, Outlook Email and Calendar; Experience with webpage maintenance; ability to manage office Facebook and Instagram presence; demonstrated ability to learn new software programs as required for the job.

Preferred Qualifications

Experience with Drupal, Canva, Slate

Event Planning work experience

Salary $17.37 - $24.01/hr. CSEA Level 15. The actual compensation will be determined based on experience and other factors permitted by law.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Detail Information

Posting Number ST01201

Desired Start Date

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Please complete the online application form and include contact information for at least three professional references.

Review of applications will begin immediately and continue until the position is filled.

All offers of employment are contingent upon the finalist successfully passing a background (including criminal records) check.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents