The Administrative Assistant directly supports the Office of Peace and Spiritual Renewal (OPSR)[i] and reports to the Executive Director for the Center for Peace and Spiritual Renewal. Under the supervision of the Executive Director for Peace and Spiritual Renewal, the Administrative Assistant is responsible for: managing all administrative functions for the Office for Peace and Spiritual Renewal.
Specific responsibilities include: scheduling; supporting the planning, marketing and coordination of events; developing and managing communications for the OPSR records keeping; conducting area-specific and program research; co-designing, developing, and preparing program materials; tracking and processing program participation and evaluations. It is imperative that the candidate has a mature and professional demeanor to ensure the efficient and smooth running of day-to-day operations for this unit.
DUTIES AND RESPONSIBILITIES
Maintain accurate files and research on all OPSR activities and programs, e.g.: coaching, facilitations for individual and group development, presentations, courageous conversations, restorative mediation, film screenings, book discussions, art shows, etc.
Participate in planning, coordinating and communicating/marketing Community for Peace and Spiritual Renewal (CPSR) activities and events. This includes developing promotional materials and mediums for CPSR programs.
Support the development of materials for workshops, presentations, speaking engagements for OPSR.
Support the Executive Director in managing and tracking schedules, appointments and calendar of events.
Maintain ongoing relationships with CPSR members and program guests – acknowledge program participation and contributions; distribute thank you letters, promotional materials.
Handle correspondence with CPSR supporters and funders.
Attend and provide administrative and logistical support for CPSR meetings and gatherings (e.g., sending out notices, taking and distributing minutes, timekeeping, making room reservations, setting-up and breaking down events).
Coordinate meetings and arrangements for CPSR guests and the Executive Director’s participation in community affairs.
Serve as primary coordinator for the OPSR and other campus offices (print shop, campus mail, IT, finance, operations, food services, library, fusion center, etc.) and vendors regarding needs for events and projects. This involves pricing and payment of all services, and maintaining the annual budget.
Reconcile and submit expense reports.
Order and maintain supplies for the Executive Director and ensures delivery of office mail.
Attend OPSR sponsored events. This may include evenings and some weekend attendance.
Act as point of contact for students, faculty, staff, and broader community to handle requests and queries which may involve OPSR affairs.
Other duties as assigned.
Bachelor’s degree and/or equivalent relevant work experience as an administrative assistant. Events coordination experience.
Excellent written and oral communication skills.
Excellent time management skills.
Strong project management skills.
Proficiency with various computer programs such as Word, Excel, and PowerPoint.
 The OPSR “Provides ongoing meaningful and creative shared experiences which facilitate individual and collective journeys towards common ground.” These experiences challenge fears and ideologies which may be divisive; support spiritual renewal and personal development; and enhance understanding, unity, and collaboration among Spalding’s diverse community of learners endeavoring to “meet the needs of the times” within and beyond the university community.
About Spalding University
Nestled in the midst of Kentucky’s largest city, historic Spalding University combines a rich history and a commitment to community service as we attract students who desire a high quality education in a very personalized setting. An engaged faculty serves nearly 2500 students at the bachelors’, masters and doctoral levels, providing quality, real-world learning in liberal and professional studies. Faculty, staff and students are united by the institutional mission: Spalding University is a diverse community of learners dedicated to meeting the needs of the times in the tradition of the Sisters of Charity of Nazareth through quality undergraduate and graduate liberal and professional studies, grounded in spiritual values, with emphasis on service and the promotion of peace and justice. With a focus on community service and leadership, Spalding offers all students a mission-driven connection to community and comprehensive learning resources while striking a distinctive balance serving the educational needs of both the traditional student and the working adult. In addition, our unique 6-week session delivery format affords students needed scheduling flexibility amidst other life resp...onsibilities. Spalding University is an Equal Employment Opportunity/Affirmative Action employer. The University complies with all federal, state and local equal employment opportunity laws. It is the University’s policy not to discriminate against any individual or group of individuals and to provide equal employment opportunity to all qualified persons regardless of race, color, national origin, age, disability, religion, sex, pregnancy, sexual orientation, gender identity, marital status, military status, veteran status or other protected status. All job offers are contingent upon successful completion of a pre-employment drug screening as well as a criminal background check.