Administrative Associate

St. Mary's University; San Antonio (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

ST. Mary's University seeks an Administrative Support Specialist to provide comprehensive support for the school, department chairs, faculty and staff. This role handles calendars, invoices, travel, and reimbursements while coordinating recruitment paperwork and confidential records.

You will prepare documents, reports, and publicity materials, coordinate events, and supervise student workers. Strong MS Office and Excel skills, plus experience with ARGOS/Banner, are preferred.

Qualifications

• Associate's Degree from an accredited college or university in required fields; prefer Fine Arts, Humanities, Social Science or equivalent experience
• 3–5 years of demonstrated administrative support experience; higher-ed experience preferred
• Must clear and maintain favorable background investigation and clearance
• Must have valid driver's license and transportation to conduct business daily
• Advanced knowledge of MS Office (Word, Teams, Outlook) with emphasis on Excel; experience with Zoom
• Experience with ARGOS, Banner, or similar programs and recruitment/retention software preferred
• High attention to detail; ability to manage multiple priorities in a multi-tasked environment
• Excellent verbal and written communication skills; strong public relations and discretion
• May be required to work more than 40 hours during the workweek
• Ability to coordinate between the Dean and various offices effectively

Responsibilities

• Provides comprehensive administrative support for the school, department chairs, faculty and staff
• Manages email lists, calendars, invoices, purchasing, travel arrangements, and reimbursements
• Creates and edits documents, presentations, and reports; maintains databases and filing records
• Coordinates recruitment and appointment paperwork for faculty, staff and students, maintaining confidentiality
• Coordinates publicity, media materials, and marketing in collaboration with the communications department
• Plans events, secures rooms and virtual resources, manages materials and catering
• Maintains syllabi, faculty credentials, and semester documents; tracks course offerings
• Arranges meetings and documents minutes, attendance, and action items
• Supervises student workers and coordinates between offices for non-routine projects
• Supports time-sensitive projects with professionalism and discretion
• Performs other duties as assigned

Skills

MS Office

Excel

Communication

Data management

Time management

Education

Associate's Degree

Bachelor's preferred

Tools

ARGOS

Banner

Zoom

MS Teams

MS Outlook

Job description

The position will provide comprehensive support for departments, clubs, programs, and events that assist faculty, staff and students in support of teaching, research, service and outreach activities of the school. Position reports to the Office of the Dean and supports department chairs, program directors, and faculty. The job assignments and location of this position may change at the discretion of the Dean and the needs of the school.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides comprehensive administrative support in daily activities for the school, department chairs, faculty, and staff. Maintains email distribution lists and shared calendars; manages/tracks invoice payments, purchasing of office supplies, conference/ travel arrangements and expense reimbursements; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests.
• Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per College's policy and operational functions for faculty files, events, accreditation, programs, and/or course schedules. Assembles and disseminates information as requested for internal and external individuals or organizations.
• Works in concert with the Provost's and Dean's office to coordinate the recruitment and appointment of faculty, staff and students appropriately processing paperwork and maintaining confidentiality. Provides direction and acts as a resource to faculty and staff with regard to regard to procedures. Coordinates on-campus visits, arranges travel, prepares agendas and coordinates calendars.
• Assembles and prepares publicity, media and materials for meetings, retreats, training, workshops, seminars, conferences, and special events in coordination with communication department. Coordinates the production and distribution of marketing materials and social media releases and maintains applicable webpages.
• Plans, arranges and secures resources and logistical details of events or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up/execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately.
• Assists the Dean, department chair(s) and program director(s) with the coordination of course offerings, maintaining information on faculty teaching loads, faculty instructional units, faculty releases, and reports. Collects, assembles and maintains files of all syllabi, faculty credentials and all other semester documents.
• Arranges, supports, and attends meetings, events or conferences. Invites required participants, documents meeting results to include attendance logs, minutes, and/or action items. Consults with chairs, faculty, and support staff on action items and ensures materials are timely distributed.
• Hires, guides and supervises the student workers. Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices.
• Provides support to department faculty and students to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality.
• Performs other duties as assigned

QUALIFICATIONS:

• Associate's Degree from an accredited college or university in required. Preferably in Fine Arts, Humanities, or Social Science or an equivalent combination of education and work related experience; Preferred Bachelor's Degree
• 3 to 5 Years of demonstrated administrative support experience. Preferred experience in Higher Education environment.
• 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 knowledge of MS Office (Word, Teams, Power Point, Outlook [email and calendar]) with an emphasis on mastery of Excel spreadsheets (Preference to those with strong numeric skills and who are proficient in summarizing and visualizing data); E xperience with virtual meeting platforms such as zoom.
• Experience with ARGOS report software, Banner, or similar programs, and programs related to recruitment, retention, and graduation of students is preferred
• 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.
• 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; ability to work effectively with communities across the university.
• May be required to work more than 40 hours during the workweek.
• Ability to successfully manage up (coordinate and structure activities related to the Dean) and manage down (oversee student staff and delegate tasks) while maintaining a positive and confident attitude.

PHYSICAL DEMANDS:

• 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.