This is a 12-month position (full-time during academic year and part-time in the summer).

Under the supervision of the Department Chairs of Communication, English, History, Political Science and special program directors, the Administrative Assistant is responsible for providing comprehensive support to department faculty and all students in day-to-day operations and special projects. The administrative assistant reports directly to the Chair of Political Science.

Essential Duties and Responsibilities:

• Perform a variety of administrative duties facilitating the day-to-day operations of AC 212 (Departments of Communication, English, History, Political Science, and special programs) including the following: serving as primary initial contact for the office, answering phone calls, monitoring office emails, and communicating effectively with faculty, students, visitors and others

• Provide support to full-time and adjunct faculty with everyday needs (including photocopies, classroom technologies, errands)

• Handle emergencies when these arise

• Hire, schedule, train, and supervise student aides

• Maintain a clean, organized, professional, and hospitable office environment at all times

• Share in maintaining, updating, organizing, and securing the departments’ shared network as well as digital (and paper, if needed) files, including databases of confidential information

• Manage and track office data, statistics, and other information for efficient operation of the office

• Assist chairs with a variety of tasks, including data gathering, etc.

• Monitor and order inventory of office supplies

• Manage office PCs, printer, scanner, copier, fax machine, and other standard office equipment

Special Projects:

• Assist faculty with special projects, such as tenure/promotion application

• Assist chairs with special projects, such as faculty searches, annual report, DPER, etc. (data gathering and processing will be an important skill set)

• Supervise the creation and maintenance of departmental bulletin boards

• Create and maintain departmental publicity material (brochures, display boards, course posters)

• Help plan and execute departmental events (honors banquets, invited visitors, poetry readings, SPARC events etc.)

• Assist with honor society membership lists, induction, and other events for all departments (including Delta Epsilon Sigma, The Catholic Honor Society)

• Help plan special events (such as the English Department’s Sigma Tau Delta Conference and similar projects for the other departments)

• Assist with the planning of the Summer Bridge Program (must be available for some hours during the summer)

• Assist with the work of the Fellowship Office

• Assist with the work of The American Catholic Historical Association, including annual conference and awards (summer hours may be needed)

Job Requirements: Education, Experience and Skills:

• Knowledge of and experience with computer software: Microsoft Office Professional edition including Word, Excel, Access, Publisher, Microsoft Outlook, Adobe Pro

• Familiarity with instructional and administrative technologies: Zoom, Canvas, Workday, J1 Web

• Ability to operate office equipment

• Familiarity with and adherence to all the safety rules and regulations for the University Safety Policy which apply to the work environment

Minimum Qualifications

• High school diploma or equivalent qualification required (college-level qualification desirable)

• Can work with a wide variety of personalities and maintain a positive attitude

• Can maintain confidentiality

• Has excellent oral and written communication skills

• Proficient at managing multiple tasks simultaneously

• Can work independently with little or no supervision

• Must be organized, dependable, and able to manage time and multi-task

• Must be respectful to all and committed to diversity, equity, and inclusiveness

Minimum Pay Rate: $16.50/hour

Salary/Benefits

This is a full-time position with full benefits and annual, holiday and sick leave. The university offers a generous benefits package, including tuition remission for graduate and undergraduate classes at Mount St. Mary’s University, retirement program with a match as well as a generous paid time off schedule.