Administrative Assistant

As part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University seeks an Administrative Assistant for Saint Joseph's College of Marian University. This professional will provide primary administrative and operational support to the Vice President and Dean of Saint Joseph's College and will promote the University's Catholic Franciscan mission and identity by serving as a key point of contact for students, faculty, staff, and guests.

The Administrative Assistant is often the first impression of Saint Joseph's College and plays a critical role in maintaining a welcoming, organized, and student-focused environment. Responsibilities include managing incoming phone calls, scheduling appointments, greeting students and families, and responding to inquiries with professionalism and care. This position requires a high level of situational awareness, strong organizational skills, patience, and the ability to demonstrate a calm, de-escalating, and helpful approach when addressing questions or concerns.

Standard work hours are 8:00 a.m. to 4:30 p.m., with flexibility required during peak academic, recruitment, and event periods.

Essential Duties & Responsibilities:

* Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integration of faith and life, and adherence to institutional policies.

* Provide primary administrative support to the Vice President and Dean, including calendar management, scheduling, correspondence, and coordination of daily operations.

* Oversee staff calendars and coordinate team meetings, including creating agendas, preparing materials, and taking minutes for leadership meetings, staff meetings, committees, and governance bodies.

* Serve as a liaison by coordinating, planning, and organizing meetings for the Saint Joseph's College Board of Visitors (BOV), including preparation of materials and taking minutes as needed.

* Serve as a central point of contact for students, families, faculty, staff, and visitors, responding to inquiries in person, by phone, and via email, and routing questions to appropriate personnel with discretion and professionalism.

* Support student recruitment efforts by representing Saint Joseph's College at high school visits, college fairs, community events, and on-campus information sessions, and by presenting program information to prospective students and families.

* Engage in continuous outreach to high school counselors and administrators, building and maintaining strong relationships with partners and prospective high schools in collaboration with Admissions.

* Assist with coordinating campus visits, Apply Now days, classroom presentations, and student engagement events.

* Serve as a primary administrative contact for adjunct faculty, supporting classroom needs, uploading syllabi, and email reminders.

* Assist VP and Dean with adjunct faculty contracts to ensure timely and compliant processing.

* Order and manage textbooks and instructional materials in coordination with faculty, academic leadership, and the bookstore.

* Upload, maintain, track syllabi and academic documentation in shared institutional system.

* Work with staff to support student workers, including scheduling, task coordination, and day-to-day oversight.

* Oversee inventory of office, classroom, and building supplies, as well as purchase orders and requisitions, ensuring infrastructure and academic resources essential to daily operations are available and maintained.

* Serve as a point of contact for building and facilities coordination, including space use, room scheduling, access needs, and basic facilities requests.

* Participate in the development of departmental goals, objectives, and systems, and assist with establishing measures that support University strategic priorities.

* Adhere to departmental budget guidelines and support efficient operations.

* Some extended hours may be required during high-volume periods, recruitment events, and unique circumstances.

* Additional duties as assigned.

Required Qualifications:

* Associate's degree required.

* Minimum of five years of experience in an administrative support role.

* Excellent customer service, verbal, and written communication skills.

* Exceptional organizational and time-management skills with strong attention to detail.

* Ability to handle frequent interruptions, balance multiple priorities, meet deadlines, and maintain confidentiality.

* Computer and related software skills, including Microsoft Office Suite and other electronic tools.

* Strong skills in typing, drafting, filing, data entry, proofreading, and editing.

* Ability to identify routine problems and implement or recommend solutions.

* Ability to work collaboratively as a team player in a student-focused environment.

Preferred Qualifications:

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