Administrative Assistant

Dominican University Careers

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Position : Administrative Assistant Location : River Forest, IL

Job Id : 1963 # of Openings : 1 POSITION TITLE : Administrative Assistant DEPARTMENT : Student Success & Engagement (SSE) REPORTS TO : Associate Vice President (AVP) POSITION SUMMARY : The Administrative Assistant provides critical support to the AVP SSE and the leadership team within the Division of Student Success and Engagement.

This role is integral to overseeing the daily operations of the division, ensuring the efficient management of budgetary resources, and developing streamlined project workflows.

The Office Manager collaborates closely with divisional team leads to facilitate the timely execution of projects aimed at enhancing student success.

DUTIES AND RESPONSIBILITIES :

• Oversee the daily administrative operations of the Division of Student Success and Engagement, ensuring an organized and efficient office environment.
• Manage the AVP-SSE calendar by scheduling appointments, coordinating meeting requests, and prioritizing engagements to optimize productivity.
• Prepare materials for meetings, including agendas, minutes, and reports, ensuring all necessary documentation is accessible to participants.
• Manage budget allocations by tracking expenditures, preparing purchase orders, maintaining vendor relations, and monitoring the status of contracts and orders to ensure fiscal responsibility.
• Develop and implement processes and procedures that enhance office management and administrative efficiency.
• Develop and Conduct training sessions for SSE staff and student employees on office workflow procedures and best practices.
• Provide direct support to SSE students, faculty, staff, and visitors by helping them navigate campus resources, fostering a welcoming and supportive environment.
• Manage departmental email and voicemail communications efficiently.
• Serve as a backup Communication Specialist, assisting with drafting communications and implementing the Communication Flow.
• Provide direct administrative support for the student conduct process, including scheduling, and communication.
• Assist in the planning, development, and execution of key student success initiatives and events, including the Candle and Rose ceremony.
• Participate in project design meetings, providing insights and recommendations for process improvements.
• Coordinate project logistics to ensure timely completion, including scheduling divisional retreats, meetings, and events.
• Maintain comprehensive project documentation, ensuring all materials are current, organized, and readily accessible.
• Assist in project communications by preparing and organizing proposals, memos, meeting minutes, and emails.
• Collaborate with project team members to clarify project requirements, objectives, and scope.
• Regularly track and report on project progress, ensuring all stakeholders are informed of status updates and milestones.

REQUIRED QUALIFICATIONS :

• Associate’s degree
• At least 3 years of administrative experience and office management
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint
• Exceptional communication, interpersonal, and organizational skills, with the ability to engage collaboratively with a diverse range of stakeholders, including students, faculty, staff, and administrators
• Strong verbal and written communication skills
• Excellent organizational skills with the capacity to balance multiple priorities effectively
• Commitment to maintaining confidentiality and professionalism in all interactions
• Knowledge of general business practices and administrative procedures
• A dedication to fostering an equitable and inclusive working and learning environment

PREFERRED QUALIFICATIONS :

• Bachelor's degree
• Previous experience working in higher education
• Experience working and communicating with underrepresented groups
• Experience communicating in different languages

Physical Demands :

• Ability to spend long durations of the workday sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Salary and FLSA Status

• Salary : $22 $24 hourly
• FLSA Status : Non-Exempt, 37.5 hours

Benefits

• Comprehensive health, dental, and vision insurance
• Retirement plan with employer matching contributions
• Professional development opportunities
• Tuition remission for employees and their dependents
• Flexible spending accounts (FSA)
• Generous paid time off (PTO)

Employment at Dominican University is contingent upon the successful completion of a background investigation. About Dominican University Dominican University is a Catholic, comprehensive teaching university located in River Forest, a suburb of Chicago, with an additional campus in the Pilsen neighborhood of Chicago.

Accredited by the Higher Learning Commission, Dominican University offers associate, baccalaureate, master’s, and doctoral degrees.

It is highly regarded for its academic rigor, thoughtful accompaniment of students, intentional affordability, and values-based, relationship-centered learning environment.

Dominican currently enrolls over 3,300 students, including 2,280 undergraduates and 1,027 graduate students. Sixty-eight percent (68%) of undergraduate students identify as Latinx, 5% as Black or African American, and 3% as Asian.

Under-represented minority students comprise 77% of the undergraduate enrollment and 38% of the graduate enrollment. Over 90 percent of undergraduates receive some form of financial aid.

Nearly half of all undergraduates are first-generation college students; over half are federal Pell Grant recipients, illustrating their families’ level of income;

and 58% are eligible for low-income MAP grants from the State of Illinois. Recognized since 2011 as a Hispanic-Serving Institution (HSI) by the U.

S. Department of Education, Dominican is committed to expanding and enhancing educational opportunities for Latinx students and all students from historically underrepresented groups.

For more information, visit www.dom.edu. Expectations for all Dominican Employees : To support the University's mission of preparing students to pursue truth, give compassionate service, and participate in the creation of a more just and humane world, engage in university service work that promotes collaboration and community building.

This includes participating in organizational initiatives, supporting campus events, contributing to community outreach, and fostering a diverse and inclusive environment through involvement in various staff-driven activities and groups.

Institutional Statement Dominican University is committed to fostering a diverse and inclusive academic community. We encourage applications from individuals of all backgrounds.

Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. Equal Employment Opportunity Statement Dominican University is an equal opportunity employer and encourages applications from women, minorities, individuals with disabilities, and protected veterans.

If you need accommodations due to a disability, you may contact us at for assistance.