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Saint Joseph’s University prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail firstname.lastname@example.org, visit Campion Student Center suite 243, or call 610-660-1145. To learn more about the University’s Title IX policies, the process for filing a report or formal complaint of sex discrimination, sexual harassment, or other form of sexual misconduct, and the University’s response to reports and/or formal complaints, please visit www.sju.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.
The Administrative Assistant is responsible for providing administrative and clerical support to the chairs and faculty of the Biology and Chemistry departments and to the College.
Duties and Responsibilities (Essential Duties):
(include but are not limited to) Essential Duties: • Answer phones and supply information on routine matters. May need to do research in order to provide complete information or service to alumni, students, parents, faculty, or staff. • Serve as a source of information regarding policies, procedures, and departmental activities. • Establish, maintain, and update records of all aspects of departmental operations, including files, databases, aliases, and/or other documents – both electronic and paper. • Process Requests for Funds, reimbursements, and purchase order requisitions. • Assist the department chair in the creation of class schedules. Enter semester/session offerings and updates in the DCU. • Work with chair to maintain course catalog on Courseleaf. • Update department, college, and university calendars. • Serve as the departmental resource in hiring processes and procedures, including the PeopleAdmin employment portal. Assist in onboarding adjunct faculty and other new hires. • Onboard and create EPAFs for student workers, FWS students, graduate assistants and teaching assistants. • Oversee, train, and coordinate the assignments of the student employees who report directly to the administrative assistant. • Administer department and program budgets. Maintain and reconcile the department purchasing card. • Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities for the department. May be required to check schedules, post to calendars, book meeting spaces and hotel rooms, order catering, make travel arrangements, circulate publicity in print and electronic form, order brochures, mailers, and/or posters, staff events, maintain budget, and do follow-up paperwork. • Develop and maintain good working relationships with the faculty and staff of other academic and non-academic departments. • Report information as required to the Office of the Dean. • Supervise student workers in distributing mail and packages. • Order office and instructional supplies and any other necessary materials. • Coordinate the maintenance of office equipment and facilities. • Assist chair with communications to potential students, current students, and alumni. Assist with department newsletters when applicable.
Secondary Responsibilities: • Assist with office coverage with other Administrative Assistants when necessary. • Understand basic Faculty Development process and advise department faculty regarding correct forms to use for application and reimbursement. • Other duties as assigned by CAS Dean’s Office.
Number of direct reports to this position:
Minimum Qualifications (Education/Training and Experience Required):
Required: • Associate’s degree and 1-3 years of experience in an administrative support role or an equivalent combination of education and experience. • Mastery of basic to intermediate skill level in Word, Excel, PowerPoint, and internet search software relevant to the position. Specifically, the ability to use mail merge in Word, and formulas in Excel is essential. • Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone communications and to written communications such as email, letters, memos, etc.
Preferred: • Previous administrative experience in an academic setting. • Experience with Banner and Courseleaf systems.
Physical Requirements and/or Unusual Work Hours:
Physical Requirements and/or Unusual Work Hours: • May be required to attend and assist in key events during evenings or weekends. • May need to sit for extended periods of time. • May be required to lift boxes of up to 25 pounds. • May be required to deliver information or packages around campus when student workers are unavailable.
About Saint Joseph's University
For over 160 years, Saint Joseph’s University has been engaging men and women in a rigorous Jesuit education that empowers them to become leaders in their industries and communities. An expansive liberal arts curriculum that serves as a foundation for all students, combined with programs tailored to meet the needs of complex and evolving fields prepare students for all of their post-graduate pursuits. As a Jesuit institution, guided by a faith that promotes justice, Saint Joseph’s University educates for a higher purpose; service is central to the Jesuit identity, and students are expected to improve the common good by utilizing their skills and knowledge to promote tolerance, compassion and social justice.