Admin. Assist. Graduate Theology and Honors

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AVE MARIA, FL, US

17 days ago Requisition

Administrative Assistant:
Graduate Theology and Honors Program

Full-Time

AVE MARIA, FL, US

The Graduate Theology and Honors Program Administrative Assistant uses independent and discretionary decision-making and office skills, and provides a variety of advanced clerical, administrative, and project support duties for the Graduate Theology Department and Honors Program.

The Administrative Assistant works for Graduate Theology 60% of the time, and for the Honors Program 40% of the time.

Key Responsibilities

• Provides day-to-day administrative support for the Department of Theology faculty and Honors Program Director, as needed, such as making copies, proof-reading, contacting IT, Catering, the Registrar, Facilities, and other departments as needed.
• Initiates, processes, and tracks forms such as purchase orders, reviews invoices, prepares check requests to accounts payable, types up personnel requisitions, travel authorization forms, supply requisitions, printing requests, travel expense reimbursement vouchers, and other forms as needed.
• Performs assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.
• Assists with organizing itineraries for prospective graduate students and guest speakers who visit the University.

Manage office supply needs.

Location:

Ave Maria University, in Ave Maria, FL

Full-Time: 36-40 hours per week;
Monday-Friday 8AM-5PM.

Two years of full-time administrative support is desired.

N/A

• Thorough knowledge of the principles of office management and of modern office procedures, systems, and equipment.
• Have working knowledge and experience using Microsoft Office software with Excel proficiency.
• Knowledge of department and university policies, procedures, and practices with the ability to answer work-related questions; and/or interpret and apply these guidelines correctly in various situations.
• Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation, and spelling.
• Ability to use independent judgment and discretion, and work collaboratively, and under supervision.
• Must possess strong initiative, leadership skills, organizational and project management skills, with the ability to multitask to manage a variety of projects and priorities, coordinating the actions of others, follow through on projects to timely completion, and demonstrate excellent judgment with attention to detail.
• Detailed-oriented with skills in proofreading materials and data entry to ensure accuracy.
• Oral and written skills to convey ideas, facts, and information effectively and accurately to students, staff, faculty, and the public.
• Ability to identify what information is needed by others for effective actions.
• Ability to maintain confidential and sensitive information.
• Ability to develop and maintain filing systems.
• Knowledge of accounting principles.
• Ability to deal with internal and external customers in a tactful and courteous manner.
• Ability to devise or adopt office procedures to changing organizational needs.
• Ability to organize and coordinate functions and tasks with frequent interruptions.

While performing the duties of this job, the employee is regularly required to:

• sit; use hands to finger, handle, or feel; reach with hands and arms, talk, and hear. The position requires close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Employee is occasionally required to stand and walk, and the position does require ability to work in a seated position for hours.
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

The noise level in the environment is usually moderate.