Administrative Assistant

St. Catherine University; Saint Paul (MN); On-site; USD 23,000 - 31,000; Part time

Benefits offered by this job

Paid holidays

Tuition assistance

Health insurance

Retirement plan

Job summary

St. Catherine University in St. Paul, Minnesota, invites applications for a part-time Administrative Assistant (0.75 FTE) to support the Dean of the Health Sciences division.

The role provides front-line reception, calendar management, travel coordination, and essential administrative services across departments. Qualifications include a high school diploma or GED, 3 years in a similar role, strong communication, organization, and confidentiality.

Qualifications

• High school diploma or GED.
• Three years of experience as an administrative assistant or supporting a leader.
• Excellent attention to detail and proofreading ability.
• Ability to interact with all levels of management, faculty, staff and students.
• Strong time management, multitasking and deadline-driven skills.
• Ability to maintain confidentiality and exercise discretion.

Responsibilities

• Juggle time and attention of the Dean of Health Sciences.
• Provide or oversee reception services for inquiries via mail, email, phone, or voicemail.
• Schedule appointments, meetings, travel, and maintain the calendar.
• Handle shipping, mail, filing, and document preparation.
• Assist in financial processes and purchasing for the department.

Skills

Attention to detail

Multitasking

Communication

Customer service

Confidentiality

Education

High school diploma or GED

Bachelor's degree (preferred)

Tools

Microsoft Word

Excel

PowerPoint

G Suite

Zoom

Job description

Administrative Assistant

Division: Academic Affairs

Department/Office: Dean - Health Sciences

Advertisement: The Dean of Health Sciences department at St. Catherine University invites applications for a part-time (0.75 FTE) Administrative Assistant position.

The Administrative Assistant is responsible for providing administrative and general office support for the Dean of the Henrietta Schmoll School of Health Sciences. This role plays a crucial part in the delivery of a high level of service at St. Kate's.

Responsibilities

• Successfully juggle the time and attention of the Dean of Health Sciences
• Provide or oversee reception services: manage and respond to incoming inquiries from students, partners or faculty via mail,email, phone or voicemail message for the Dean of Health Science
• Schedule appointments, meetings, and travel, maintain the supervisor's calendar
• Shipping/mail management, taking mail to campus post office,picking up mail
• Organizing and maintaining paper and electronic filing systems,initiating recurring administrative processes, coordinating projects, and assisting in the completion of reports by researching and gathering required information and preparing reports.
• Provide departmental services requiring the use of discretionand independent judgment in making decisions that affect employeesor students, and/or working with complex and active financial accounts.
• Work independently to organize processes involving multipleindividuals or units
• Direct calendar management with independent decision making in managing through conflicts and priorities.
• Coordinate and plan for events and for project meetings that often require participation by executives in other functional areas.
• Collaborate with the other Senior Leadership Team Assistants to manage Senior Leadership Team meetings, agendas and calendar events.
• Order supplies, manage supply inventory and complete space allocation requests.
• Purchase computers, furniture, office supplies and equipment, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.
• Bill internally or externally for goods or services provided by the department by determining the appropriate method and utilizing University processes.
• Assist faculty in financial processes including purchasing,reimbursement for goods purchased for program.
• Manage office and equipment set-up for new employees. Create new hire orientation schedules and training agendas.
• Schedule and attend faculty meetings, advisory councils, and other large group meetings.
• Provide technical support online for video conference meetings, phone conferences, interviews, etc.
• General event planning management or support.
• Select, schedule, assign, and review the work of student workers or Graduate Assistants when applicable

St. Catherine University in St. Paul, Minnesota, is a comprehensive Catholic university and home to one of the nation's largest colleges for women, with associate and graduate programs for all genders. Founded by the Sisters of St. Joseph of Carondelet in 1905, the University integrates liberal arts and professional education within the Catholic traditions of intellectual inquiry and social teaching. Committed to excellence and opportunity, St. Catherine enrolls students in certificate, associate, baccalaureate, master's and doctoral programs in traditional day and evening/weekend/online formats.

Minimum Qualifications

• High school diploma or GED.
• Three years of experience working as an administrative assistant or in a comparable role supporting an individual in a leadership position, or an equivalent combination of education and experience.
• Excellent attention to detail, including ability to proofread for content and grammar/spelling errors.
• Excellent conflict management skills.
• Ability to interact with all levels of management, faculty, staff, and students, as well as external partners.
• Ability to effectively manage multiple priorities simultaneously, taking work direction from multiple supervisors, with short timelines and a high level of pressure, and complete tasks in a timely manner.
• Excellent communication and customer service skills.
• Ability to maintain confidentiality.
• Ability to work independently.
• Must have good follow through and interpersonal skills.
• Ability to successfully address and resolve issues.
• Proficiency in Microsoft Word, PowerPoint, and Excel.
• Proficiency in G Suite, especially calendaring.
• Proficiency in Zoom meetings and webinars.

Preferred Qualifications

• Bachelor's degree.
• Higher education experience.
• Experience working with an ERP system (preferably Banner).

Hourly wage is $17.00 - $22.50 depending on qualifications and experience.

This is a part-time (0.75 FTE) position. Employees working .50 - 1.0 FTE are eligible to accrue sick time prorated based on their FTE status if less than a 1.0 FTE.

Employees at St. Kate's feel a deep connection to the University's Mission and Vision, and they live their values at work. Benefits available to full-time employees include:

Benefits

• Fourteen (14) paid holidays and paid "gift" days when the University is closed.
• Free tuition for employees and reduced tuition for their families after one year of service
• Health, dental, and vision insurance
• 403b retirement plan access
• Accrued sick time

St. Catherine University is an equal opportunity employer. Our commitment to inclusion reflects the central value of the Sisters of St. Joseph of Carondelet to "love of neighbor without distinction" and provides a learning and working environment that is enriched by the diversity of all our members. Individuals of all religious, racial, ethnic, gender identity, nation of origin, or disability groups are encouraged to apply. Should you need an interview accommodation please contact us at [e-mail] or 651-690-6565.