Administrative Assistant, Honors Program

Position Overview

Be The Difference Begins with Great People.

Are you looking for a new opportunity where you can make the difference in the lives of students and faculty? We’re always looking for highly talented individuals to join our team – people who think big, care deeply, and believe in being the difference in their work and community.

We prioritize student success, access to education, and service in our work to educate well-rounded servant leaders who transform their fields, our society and the world. Our Catholic, Jesuit approach emphasizes student engagement with the world around them and formation of the heart and mind.

We believe in our mission : The search for truth, the discovery and sharing of knowledge, the fostering of personal and professional excellence, the promotion of a life of faith, and the development of leadership expressed in service to others. These core values guide our relationships with our students, each other, and our community.

Marquette University offers a rich and competitive Total Rewards package including medical, dental, vision, 403(b) with up to 8% company match, 5 weeks of time off to start, and tuition benefits for employees, spouses, and dependents with no payback requirement! For more information, please view the 2024 Total Rewards Guide .

The Administrative Assistant functions as the business and operations specialist for the University Honors Program and is a collaborator with the director in the various operations of the Academic Integrity Office. The Administrative Assistant performs a broad variety of administrative duties for both offices. For the Honors Program, these duties include, but are not limited to maintaining the program’s budget, student records and curriculum, as well as coordinating records and student enrollment and registration. Functions for the Academic Integrity Office include most importantly include entering case data and the initial steps of processing cases, then maintenance of data as more information becomes available.

This is your next opportunity to join an organization that invests in their employees’ career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion.

Duties and Responsibilities 1. Maintain program operating and instructional budgets for Honors program. Oversee all purchasing and reimbursements; process iExpense reports for faculty and student travel; process hiring of part-time instructors and student employees; oversee disbursement of Honors fellowships and awards.

2. Maintain records for program, including student records for Core and Disciplinary Honors programs, meeting minutes, curriculum records, and applications for fellowships and study abroad awards.

3. Checkmarq : enter Honors program classes in CLSS each semester. Proofread all schedules for accuracy. Coordinate special classroom requests and ADA issues. Facilitate FERPA enrollment. Work with Director, Assistant Director, and relevant departments to coordinate enrollment limits and student access.

4. Coordinate and administer program events, including Commencement, Orientation, and student poster presentations, and work with program instructors to support co-curricular and classroom events. Duties may include arranging for publicity, guest visits, guest travel

5. Prepare Academic Integrity cases for director, which includes entering data for all incoming cases into Excel; soliciting further information from various parties as needed; updating spreadsheet as needed; producing letters using Power Automate in Excel; emailing multiple parties with different letters at several stages of the case process.

6. Collaborate with Academic Integrity director and other parties to develop and execute positive initiatives concerning academic integrity on campus

7. Prepare full hearings for cases, including scheduling hearing, coordinating schedules of parties involved and sending out letters to various parties; reserving space and time; preparing and distributing relevant paperwork for hearings.

8. Answer telephone calls and email inquiries from students and faculty. Address in-person requests regarding Honors or Academic Integrity processes; manage building and office access for Honors students through CCURE. Follow up on student sanctions, ensuring compliance; reaching out to students to ensure compliance if not met. Setting and releasing holds on student accounts in Checkmarq as needed. Maintain program website; assist with social and other media; supervise program Canva account for media

9. Assist with duties in the Office of the Vice Provost for Academic Affairs in the absence of their support staff as needed (vacations, illness, etc.) Required Knowledge, Skills and Abilities High school education required.

A minimum of 3 years of related administrative support experience.

Ability to create, use, and maintain Excel spreadsheets for budget and records management.

Effective verbal and written communication skills

Ability to keep all matters confidential

Attention to detail

Ability to produce, use, and maintain Excel spreadsheets for office’s caseload and records management.

Effective verbal and written communication skills, especially regarding emailing concerning sensitive information. Preferred Knowledge, Skills and Abilities Bachelor’s degree preferred.

Working knowledge of university software (e.g. Marqetplace, iExpense, CLSS, Checkmarq, Business Intelligence, CCURE) Department Honors Program