University of St. Thomas

Part-time Temporary Administrative Assistant III (.75 FTE)

Location
Minneapolis, MN
Posted
Dec 15, 2017
Closes
Aug 31, 2018
Ref
010343_1
Contact
University of St. Thomas
Job Type
Employee
Employment Status
Full Time

Part-time Temporary Administrative Assistant III (.75 FTE)
Posted Date 3 weeks ago(1/5/2018 2:55 PM)
Number of Openings 1
Closing Date Open until filled
Type of Search Staff
Who May Apply This position is open to all qualified applicants.
Position Number 010343
Campus
St. Paul
Department/Unit Center for the Common Good
FLSA Status Non-Exempt/Hourly
Employment Type Temporary Staff
Assigned Months per Year Temporary/On-Call
Benefits Eligible No
Special Instructions Applicants will be asked to upload a resume to their profile and copy/paste a cover letter into the application.
Overview

The University of St. Thomas invites qualified candidates to apply for a Part-time Temporary Administrative Assistant III (.75 FTE) position within the Center for the Common Good. Schedule may be flexible within business hours. This position is anticipated to last up to six months depending on business needs.

JOB SUMMARY

This position performs the day-to-day work of the Center for the Common Good. This temporary, full-time position may be fulltime, regular July 1, 2018 if funding is secured. While the position reports to and assists the Director of the Center, this person has the primary responsibility for staffing and running the office. The person also manages student workers, maintains the website, communicates with constituents (both on and off campus), creates documents for publicity and information, and maintains all the data and files, including financial information and information related to our grants. This person assists the Director with both the day-to-day operations of the Center and long-range planning and strategizing. The person organizes and publicizes the many programs hosted by the Center and collaborates with various constituencies and campus units. Excellent communication skills (both oral and written) and social skills; strong sense of responsibility, integrity, and self-directedness; adaptability to evolving needs of the Center; ability to maintain confidentiality; and ease with appropriate technology (social media included) are required. An understanding of and support for the Center's mission are also required.

ESSENTIAL FUNCTIONS

  1. Event planning and organization: plans; schedules meetings and appointments; advertises and coordinates speakers and participants in seminars, workshops and book discussions; arranges travel, lodging, and schedule for speakers; reserves rooms and prepares materials for events; orders food and refreshments; makes all event arrangements sponsored by the Center and resolves problems relating to event organization and schedule.
  2. Website and communications: provides primary support for the website, including designing the look of the website and event pages; working with ITS experts to remain current with training; provides material for the website, and updates information on the website for Center events and news; regularly sends out announcements and updates through various media, including social media; edits and formats formal communications. This includes occasional help in maintaining the ACE and TTVC websites.
  3. Data processing: creates and maintains databases related to the Center, including e-mail and digital communication; creates documents for the Center, including advertising copy, reports for stakeholders and for Center archives, and copy for the website.
  4. Center Assistance: assists with the daily administration of the operation and budget; tracks, monitors, reports on variances and prepares reports; provides projections as needed; establishes, organizes, and maintains the Center's filing systems and other records; participates in the Center-related meetings and collaborates with other branches; devises ways to maintain and enhance the profile of the Center.
  5. Customer Service: researches information to resolve problems; greets visitors to the Center and provides and introduction to the Center when necessary; collaborates with other branches of the University to maintain and enhance the profile of the Center.
  6. Supervises student workers: hires and supervises student workers; manages paperwork to pay grant recipients.

Qualifications

Minimum qualifications: High school education or the equivalent and three years of administrative support experience

Preferred qualifications: An undergraduate degree

SPECIAL SKILLS/KNOWLEDGE/ABILITIES
Knowledge of: Policies and procedures of the department and university; the use of specified computer applications involving word processing, data entry and/or standard report generation, the design and management of databases and spreadsheet files and the development of special report formats; the use of software for creation of pdf. files; business arithmetic; applicable regulations, policies and statutes; office administrative practices and procedures; business/professional letter writing and the standard format for documents; record keeping principles and practices; correct business grammar, including spelling and punctuation; techniques for dealing with the public, in person and over the telephone.

Skill in: Composing correspondences and announcements independently and/or from brief instructions; using initiative and independent judgment within established procedural guidelines; organizing own work, setting priorities and meeting critical deadlines; ability to complete multiple tasks; compiling and summarizing information and preparing periodic or special reports; organizing and multi-tasking projects; customer service; must be detail-oriented; performing technical, specialized, complex, difficult, or basic technical office support work; aptitude to master technological systems; reading and explaining rules, policies and procedures; analyzing and resolving varied office administrative problems; organizing, maintaining and researching office files; contributing effectively to the accomplishment of team or work unit goals, objectives and activities; supervising student workers; strong verbal, written and interpersonal communication skills; establishing and maintaining effective working relationships with the director and those contacted in the course of the work.

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, 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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