Administrative Assistant

Administrative Assistant

The administrative assistant is a part of the Student Health and Wellness Programs department which includes the following functional areas : Student Counseling Center, Student Accessibility Services, Student Health Center, and Wellness Programs. The team is a dynamic and holistic care model office within the division of Student Development. This position will provide general administrative support to the Executive Director and the respective areas of responsibility.

Essential Duties and Responsibilities :

• Provides comprehensive administrative support in daily activities for all areas of the department. Handles all incoming and outgoing correspondence and inter-office communications, and visitors, answers telephones, manages mail, makes copies, files, maintains general office supply inventory, submits facilities service requests, and processes work orders.
• Schedules and monitors appointments and emails for health and wellness programs. Answers basic questions regarding Health and Wellness Programs services and programs; loops in department leads as needed.
• Maintains and secures accurate confidential departmental student files and databases as needed; process reports with statistical information on clients and year-end data.
• Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per department policy; Assembles and disseminates information as requested for internal and external individuals or organizations.
• Assists with the monitoring and reporting of departmental budgets; manages / tracks invoice payments, purchasing of office supplies, payroll and personnel procedures, conference / travel arrangements and expense reimbursements.
• Plans, arranges and secures resources and logistical details for various special events, special projects, student programming or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up / execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately.
• 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 directors and professional staff on action items and ensures materials are timely distributed.
• Hires, guides and supervises the student workers. Creates and fosters collaboration efforts with other student staff members housed within the front office area by working and communicating with their direct supervisors.
• Supports department functions via various student service software programs (RattlerTracks; GivePulse; Maxient; Banner; Catertrax, etc.) as needed.
• Assists with coordination of department efforts to provide for student welfare and access to student wellness resources.
• Provides direct support to departmental, divisional and institutional programs, as needed, to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality; Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices.
• Works closely with Business Manager in Student Health Center, to help coordinate holistic care to our students, and promote good communication across all areas of Student Health and Wellness.
• Fosters a collaborative approach and maintain good relations with all members of Student Health and Wellness and other University offices and departments.
• Performs any other duties as assigned.

Qualifications :

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.