Temporary Admin Assistant II Alumni Relations

7 days left

Location
St. Paul
Posted
Dec 21, 2016
Closes
Jan 25, 2017
Job Type
Employee
Employment Status
Full Time

The University of St. Thomas invites qualified candidates to apply for an Temporary Administrative Assistant II position within Alumni Relations.

Performs administrative functions supporting the alumni relations team, requiring a high level of tact and integrity due to the frequency of internal and external contacts, and high degree of exposure to confidential data; performs general office functions as well as event support roles, and related duties as required; supervises student workers and interacts with students, staff, faculty, alumni, parents, trustees, and guests of the university.

  1. Serves as receptionist: maintains a welcoming, efficient operation; greets, assists and directs visitors, callers, emailers and correspondence. Maintains efficient file and retrieval systems. Works with various office technologies. Prepares and tracks inaugural event designees, and follows mapped process for cap/gown/instructions packet distribution and return; orders flowers and office supplies.
  1. Supervises student worker(s): Supervises student workers including posting for the position(s), interviewing, hiring, training, managing and reviewing.
  1. Serves as administrative assistant to the department and senior director: Plans and carries out administrative functions requiring considerable knowledge of the University and the Alumni Relations method of operation; schedules appointments, maintains calendar information and assists the senior director; communicates instructions to various individuals and/or departments verbally or in writing; makes travels arrangements; creates, integrates and/or enhances PowerPoint presentations decks; prepares minutes and correspondence as appropriate.
  1. Provides support for programs and events: utilizes the Banner and Cognos event modules; provides RSVP management for programs and events; makes campus reservations; orders food, reserves rooms, and arranges for remote attendees (phone lines, RFS, etc.); attends events and works registration desk; enables payment systems (iModules, authorize.net).

This is a temporary position and not benefits eligible. The position is expected to last up to six months, depending on the business needs of the department. The schedule will generally be Monday through Friday, eight hours a day.

Qualifications:

Minimum qualifications: High school education or equivalent and two years of administrative support experience.

Knowledge of: Office administrative and secretarial practices and procedures, such as business letter writing and the operation of common office equipment; computer applications related to the work; record keeping, report preparation, filing methods and records management techniques; correct English usage, including spelling, grammar, punctuation, and vocabulary; standard business arithmetic, including percentages and decimals; basic organization and function of educational institutions; basic supervisory principles and practices; basic budgeting and financial record keeping principles and practices. Experience with Banner and Cognos preferred.

Skill in: Providing varied, responsible, and often confidential secretarial and office administrative assistance to a manager and high-level administrative staff; planning, directing, reviewing and evaluating interpreting, applying and explaining complex policies and procedures; using tact, discretion, initiative and independent judgment within established guidelines; analyzing and resolving office administrative situations and problems; researching, compiling, and summarizing a variety of informational materials; composing correspondence independently or from brief instructions; establishing and maintaining effective working relationships with those contacted in the course of the work; organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction; contributing effectively to the accomplishment of team or work unit goals, objectives and activities.

Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.  The successful candidate will possess a commitment to the ideals of this mission statement.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires successful completion of a background screening.

The University of St. Thomas (UST), Minnesota Human Resources Department advertises the official job listing on its website.  If you are viewing this posting from a site other than “Jobs at UST”, the University assumes no responsibility for the accuracy of information. 

UST is an Equal Opportunity Employer

Special Instructions to Candidates:

Applicants will be asked to upload a resume to their profile and copy/paste a cover letter into the application.