Job Description

Job Description

Job Description

The Administrative Assistant is responsible for supporting the Law School Advancement office in continuing, strengthening, and expanding the relationships The Law School community of alumni, friends, law firms, corporations, foundations, faculty and staff. This position supports the entire Law School Advancement team in the overall administrative support of Law School alumni and development programs for alumni and other constituents

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides comprehensive administrative support in daily activities for the office. Maintains email distribution lists and shared calendars; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, furniture, office equipment and submits facilities service requests.
• Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per office policy and operational functions. Assembles and disseminates information as requested for internal and external individuals or organizations. Schedule appointments, and supports office staff.
• Handles all of the finances for the office, including working with the Executive Director on annual budget preparation, monitoring expenses within the office, processing check requests, processing travel expense and reimbursement requests, balancing credit card statements, reviewing inventory, purchasing resources and overseeing all other financial matters.
• Manages and processes all aspects of travel arrangements to include University travel documentation, reimbursements, check requests, deposits, credit card reconciliations for office staff.
• Manages the scheduling, logistics, agenda preparation, and execution of several standing meetings with alumni, volunteers, etc. including drafting agendas, sending reminders, preparing materials or gathering materials for pre-meeting distribution, taking minutes, & distribution of all post-meeting materials. Assists with coordinating special events as assigned.
• 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 including assisting members of the Law Alumni Association.
• Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices to include assistance with preparation of call reports and participation in donor research and evaluation.
• Perform other duties as assigned

QUALIFICATIONS:

• High School Diploma/GED required; Associate's degree or 24 hours of college coursework preferred.
• Minimum three years of administrative/secretarial assistance
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must have the ability to demonstrate advanced skills in MS Office (Word, Excel, outlook, and PowerPoint), Teams, Zoom, or similar online/virtual meeting platforms. Uses various software applications, such as spreadsheets, enterprise systems (Banner or similar program) to assemble, manipulate and/or format data and/or reports.
• Must have excellent verbal and written communication skills. Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university including donors, trustees, and high-profile individuals; Highly responsive to the needs of others.
• Must have a high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
• Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments.
• Must have a high attention to detail and be able to write error-free correspondence, organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• May be required to work more than 40 hours during the workweek to accommodate University events and projects.
• Knowledge of the management of gift processing and gift acknowledgement is preferred.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

PHYSICAL REQUIREMENT:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

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.

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