Administrative Assistant Marquette University

Position Title:

Administrative Assistant I

Employment Status:
Full Time

Position Status:
Regular

Position Type:
Staff

Job Family:
Operations and Administrative Services

Hours per Week: 37.5

The Administrative Assistant serves as a front-line ambassador for University Advancement as well as the 4th floor partners of Zilber Hall, including the President’s office, the Executive Vice President’s Office, the Provost’s office and the Office of Mission & Ministry. This individual will oversee daily University Advancement office operations, manage administrative tasks and greet visitors and triage phone calls for University Advancement.

• Oversee daily office operations
• Answer and triage incoming phone calls
• Manage reception area on the 4th floor, including serving as the first point of contact for all visitors (in coordination with the Information Desk in the main lobby and Visitor’s Log)
• Oversee UA office space, conference rooms, storage space, workstation technology needs, and 4th floor kitchen
• Assist with UA meeting and gathering needs
• Oversee daily mail and package delivery, both campus and external, manage payment of all UA express and package postage invoices, coordinating checks with Gift Services
• Manage UA lists, including staff phone list and birthdays
• Manage office supplies and equipment
• Maintain office supplies within supply room and storage room
• Place orders within the university’s purchasing system
• Maintain technology equipment and tracking for UA
• Handle facilities/general building maintenance requests, including those for multi-function devices
• Order supplies, manage publication subscriptions, and serve as primary contact for vendors
• Manage student assistant hiring, performance management, and recognition efforts for all student assistants across University Advancement, with partnership from managers
• Projects/
  
  Other responsibilities:
  
  vacation tracking, create alumni identification cards, coordinate UA holiday cards and CASE annual membership

• Excellent customer service and communication skills
• Excellent organizational and prioritization skills
• The ability to problem-solve and complete tasks with minimal supervision
• Attention to detail, confidentiality, and discretion
• Experience in Microsoft Outlook, Excel and Word

• Associate, vocational or tech school degree related to office or administrative assistant work
• 1-2 years of previous experience in reception, office management or customer service

It is the policy of Marquette University to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification.