University of St. Thomas

Administrative Assistant III (Dougherty Family College)

Jan 13, 2017
Feb 01, 2017
Job Type
Employment Status
Full Time

The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant III within the Dougherty Family College. 

The Dougherty Family College is the newest college of the University of St. Thomas, opening in the fall of 2017 on the downtown Minneapolis campus.  Offering an associate degree in liberal arts, the college's curriculum will be rigorous and provide graduates with a seamless transition to public or private institutions should they decide to pursue a bachelor's degree. Students will receive mentoring from St. Thomas faculty, participate in paid internships and enjoy the benefits of being part of the state's largest private university.  For more information about the Dougherty Family College, please explore the website HERE.

This position provides administrative assistance and support to the Dean and the Associate Dean of the Two-Year College.  This includes managing calendars, scheduling meetings, and managing long-term and short-term projects to ensure timely and efficient process management.  This also includes maintaining open communication with students, community members and professional colleagues and staff, coordinating meetings, technical data processing, customer service and correspondence.

Administrative Support:  Provide administrative assistance and support to the Dean and the Associate Dean of the Dougherty Family College.

  • Manage calendars, schedule meetings and coordinate travel arrangements for dean and associate dean.
  • Manage and coordinate all special events.
  • Manage records relevant to the Dougherty Family College that are not otherwise managed centrally.
  • Manage and supervise workflow of office.
  • Coordinate and manage long-term and short-term projects.
  • Enter class schedules into Banner for each semester. Coordinate the assignment of rooms for classes. Verify that schedules have been accurately posted on the web.

Budget:  Assist with development and maintenance of the Dougherty Family College budget.

  • Monitor and approve requisitions in Banner.
  • Monitor and supervise specific budgets, i.e., special projects, restricted funds, and office assistant/student worker budget lines.
  • Assist with budget revisions, process reports, transfers, and journal entries as needed.
  • Monitor and ensure processing of all monthly Wells One card statements.
  • Process orders and requisitions.

Office Management:  Perform day-to-day management of Dougherty Family College front office function.

  • Train and supervise the work of student workers.
  • Ensure the smooth and efficient flow of communication as necessary for college operations.
  • Coordinate efficient work flow of office functions. 
  • Coordinate college-wide meetings as requested by the Dean and Associate Dean.

This is a full-time, benefits eligible position. The University of St. Thomas offers a competitive and comprehensive benefits program, which includes medical, dental, vision, life, long-term care, legal, and disability insurance coverages. Offerings also include retirement plans, flexible spending accounts, a health savings account, and an employee assistance program. The University provides tuition remission to its employees, spouses, and dependents. In addition, the University values a healthy work/life balance and has generous provisions for paid time off.


Minimum qualifications: Equivalent to a High school diploma and four (4) years prior office administrative experience. Demonstrated competence working with individuals from diverse backgrounds (racial/ethnic, economic, religious, etc.).Knowledge and experience with student information systems, databases, etc. Excellent oral and written communications skills. Ability to work both independently and collaboratively in a complex, demanding environment. Ability to manage multiple priorities. Knowledge of the complete Microsoft Office suite of programs.

Preferred qualifications: Higher education experience preferred

Knowledge of:  Policies and procedures related to the college; the use of specified computer applications involving word processing, data entry and/or standard report generation; business arithmetic; office administrative practices and procedures; business letter writing and the standard format for typed materials; record keeping principles and practices; correct business English, including spelling, grammar and punctuation.

Skill in:  Instructing others in work procedures; reading and explaining rules, policies and procedures; analyzing and resolving varied office administrative problems; organizing, researching and maintaining office files; operating standard office equipment; composing correspondence independently or from brief instructions; using initiative and independent judgment within established procedural guidelines; organizing own work, setting priorities and meeting critical deadlines; contributing effectively to the accomplishment of team or work unit goals, objectives and activities; establishing and maintaining effective working relationships with those contacted in the course of the work; speaking English effectively to communicate in person or over the telephone.

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 University of St. Thomas is committed to the principles of diversity and inclusion, and the goals of affirmative action/equal opportunity. The University welcomes nominations and applications from a diverse applicant pool.

The University of St. Thomas, 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 St. Thomas”, the University assumes no responsibility for the accuracy of information.

The University of St. Thomas 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.

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