Administrative Assistant

Stmarytx; San Antonio (TX); Hybrid; USD 42,000 - 56,000; Full time

Job summary

St. Mary’s University seeks an Administrative Assistant to support the Rattler Success Center and the Office of the Vice Provost for Academic Success and Vocation.

The role coordinates administrative tasks, supports leadership, and fosters strong relations with students, faculty and staff. Responsibilities include managing calendars and correspondence, assisting with events and programming, handling budgets and purchasing, and preparing reports.

Qualifications

• Associate's degree or equivalent work experience.
• 1–2 years administrative experience in higher education preferred.
• Background check clearance required.
• Intermediate MS Office skills (Word, Excel, Outlook, Teams); familiarity with Zoom and Canva.
• Excellent verbal and written communication; strong public relations and customer service.
• High ethical standards, confidentiality; ability to manage multiple deadlines.
• Bilingual English/Spanish preferred.

Responsibilities

• Provide comprehensive administrative support; manage email lists, calendars, correspondence, and records.
• Greet and assist students, faculty, and others; maintain professional reception areas.
• Coordinate events and programming; reserve spaces, manage RSVPs, and assist with registrations.
• Collaborate on department finances with Senior Director; budgets, purchases, travel, and asset inventory.
• Maintain Rattler Success Fund workflow; donor-facing and internal reports.
• Create and edit documents, forms, presentations and reports; maintain spreadsheets/databases.
• Assist with data collection, analysis and reporting.
• Supervise and mentor student staff; test proctoring as needed.
• Support Academic Success and Vocation special projects as directed.
• Perform other duties as assigned.

Skills

MS Office proficiency

Verbal and written communication

Public relations & customer service

Discretion & confidentiality

Organizational skills

Bilingual English/Spanish

Education

Associate's degree

Bachelor's degree (preferred)

Tools

Zoom

Microsoft Teams

Canva

Job description

The Administrative Assistant assists the Rattler Success Center (RSC) and the Vice Provost of Academic Success and Vocation with managing the administrative tasks associated with all daily operations. The Assistant collaborates closely with leadership to coordinate and provide comprehensive administrative support for the Rattler Success Center (RSC) and initiatives, operations, and priorities of the Vice Provost's Office. This position maintains and fosters positive, effective relations between the Rattler Success Center and students, faculty, and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides comprehensive administrative support in daily activities for the office; maintains email distribution lists and shared calendars; manages incoming and outgoing correspondence, including emails, faxes, mail, and packages including all print, digital, and video resources; makes copies, files, maintains general office supply inventory, furniture, office equipment and submits facilities service requests, and establishes and improves office procedures.
• Acts as the receptionist and greets, directly helps, or redirects contact with all students, faculty, and others seeking information from the office via email, telephone, social media, or in-person communication. Responsible for maintaining the professional atmosphere of the reception areas and ensuring students sign-in and sign-out.
• Coordinates all administrative tasks associated with programming and events, including, but not limited to, adding events to appropriate calendars, making in-person or virtual space reservations and managing RSVPs; Schedules appointments and assists team members with event planning and registration as needed.
• Collaboratively manages all department finances with the Senior Director and Vice Provost, including the budget, check requests, travel expense and reimbursement requests, credit card statements, inventory, purchasing resources, and other financial matters; maintains the annual financial asset inventory log.
• Maintains Rattler Success Fund workflow including application intake, communication to review committee and applicants, detailed logistical support and the development of internal and donor-facing reports.
• Creates, composes and edits documents, forms, presentations and reports. Creates and maintains spreadsheets and databases. Maintains filing records as per office policy and operational functions. Assembles and disseminates information as requested for internal and external individuals or organizations.
• Assists with data collection, analysis and reporting.
• Processes change of adviser requests.
• Supervises, trains and mentors student staff.
• Serves as test proctor, as needed.
• Provides support for Academic Success and Vocation special projects or assignments as directed.
• Performs other duties as assigned.

QUALIFICATIONS:

• Associate's Degree from an accredited college or university is required or an equivalent combination of education and work related experience; Bachelor's Degree preferred.
• One to two years administrative experience required, in a higher education setting preferred
• Must clear and maintain a favorable background investigation and clearance
• Must have the ability to demonstrate intermediate skills in MS Office (Word, Excel, Outlook [email and calendar], and Teams). Uses various software applications, such as spreadsheets, virtual platforms (Zoom, Teams), Canva.
• 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; 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-initiative skills and use discretion to complete work assignments; initiative is frequently required to complete work assignments along with professional demeanor, appearance and strong work ethic.
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• Positive attitude (friendly, and courteous service) is essential. Promotes and maintains a spirit of helpfulness, congeniality, and sensitivity to the private and/or confidential aspects of the Rattler Success Center and Office of Vice Provost of Academic Success and Vocation.
• Display a strong commitment to the mission of the institution and ability to articulate the value of a Marianist, Catholic education.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

PHYSICAL DEMANDS:

• Working conditions include a combination of working in the office and remotely as needed.
• 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.

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.