Administrative Assistant

Position: Administrative Assistant I
Posting Details

Position Information

Job Title
Administrative Assistant I

Summary

Working under the supervision of the Associate Vice President of Academic Affairs and collaboratively with the program directors, the Administrative Assistant provides essential administrative support for the Honors Program, Arrupe Social Justice Scholars, and the Peace, Justice, and Human Rights (PJHR) program. This role serves as the primary contact for students and stakeholders, requiring strong interpersonal skills to foster a supportive academic community.

Duties and Responsibilities

Student records and registration support

• Facilitate student registration by removing restrictions in Banner and processing course overload waivers as approved by directors.
• Generate academic reports, including midterm/final GPA reviews, program rosters, and graduation audits.
• Assist directors in tracking student progress toward program requirements.

Course and faculty coordination

• Support program directors with course scheduling tasks via Course Dog and publicize upcoming course offerings to students and the academic advising team.
• Prepare and process part-time faculty contracts and stipends for program instructors.

Office operations and financial support

• Greet visitors, manage program-specific inquiries, and coordinate departmental communications.
• Maintain budgets by reconciling P-Cards, processing journal transfers, and generating budget reports.
• Administer the Honors Pathway Award, including managing application timelines and communicating awardee data to Student Enrollment and Financial Services (SEFS).
• Supervise undergraduate work-study students, including hiring via Handshake and approving payroll.
• Manage office inventory and administrative requests (keys, office assignments, and director calendar management).

Events and program promotion

• Provide administrative support for program events, including managing logistics such as room reservations, catering, RSVPs, and the production of event materials.
• Support program marketing via web updates, social media, and the procurement of branded items or regalia.
• Other duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Proficiency in Microsoft Office and the ability to learn university systems (e.g., Banner, Course Dog, Handshake).
• Strong organizational skills and the ability to multi-task in a student-centered environment.
• Background in student- or customer-facing roles with strong verbal skills to warmly and professionally engage with all students, visitors, faculty and staff.
• Interest in understanding and supporting John Carroll's mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

Preferred Qualifications

• Associate or Bachelor degree.
• One or more years of experience in an office setting.
• Experience working in higher education.
• Experience using Banner software system.

Normal Work Location, Hours and Conditions

Generally 37.5 hours per week as assigned. This is a 12-month position. This position may also require work be performed outside of normal business hours.

Physical Requirements

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard;

to travel to other office locations and to verbally communicate to exchange information.

Hours
Full Time

FLSA
Non-Exempt (Hourly)

Compensation & Benefits

Starting salary will be $16.75 - $18.00 per hour, commensurate with qualifications. This position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children.

About John Carroll University

John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences, the College of Health and the Boler College of Business, which include graduate programs.

The University offers more than 70 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master's level.

The University enrolls approximately 2,500 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 13:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine's top 10 rankings of Midwest regional…