Administrative Assistant I

Posting Details

Position Information Job Title Administrative Assistant I Summary Working under the supervision of the associate dean, the Administrative Assistant provides all administrative and clerical support for the departments of Classical and Modern Languages and Cultures (50%) and English (50%) in accordance with established guidelines and procedures Duties and Responsibilities

• Greet visitors and answer departmental telephone and email. Assist with all departmental and program communications with students and other stakeholders promptly and efficiently.
• Serve as primary contact for the department with various internal university offices.
• Support department chair with administrative and clerical requests, meetings, minutes, reports, job searches, scholarships and awards, class scheduling, staffing, guest accommodations and travel, general maintenance of records, etc.
• Oversee department purchases and reconcile department and faculty P-card statements monthly.
• Maintain departmental common spaces to ensure orderly and appealing presentation.
• Support department and program events. This may include reserving rooms and equipment, ordering food, preparing name tags and programs, tracking RSVPs, etc.
• Coordinate administrative and clerical requests, including those related to office hours, key requests, syllabi, and emergency contact lists.
• Support hiring and on-boarding of all full and part-time faculty. This includes processing all part-time contracts, credentials, office assignments, computer and phone access, etc.
• Supervise student workers for the department and manage workload. Ensure acceptable levels of productivity, accuracy, quality, and efficiency in workers’ output.

Keep track of hours and enter payroll bi-weekly.

• Attend and take minutes at departmental faculty meetings.
• Assist with all departmental and program communications with students and other stakeholders promptly and efficiently.

Assist in the production of outreach materials.

• Assist in maintaining student records (e.g., declaration of major, assignment of advisor, etc.)
• Maintain program webpages, digital hallway display, and display cases.
• Order office supplies in order to maintain appropriate inventory levels.
• Manage maintenance of office supplies, equipment, and common areas.
• Maintain confidentiality in processing confidential information.
• Contribute to fostering a sense of community in the department.
• Other duties and projects as assigned by the Associate Dean.

Required Qualifications

• High school diploma or equivalent.
• Microsoft Office (Word, Excel, Access) and capacity to learn other technical skills.
• Good organizational skills and people skills to deal with diverse faculty, students, and staff.
• Ability to work independently and / or with intermittent supervision.
• Strong communication skills and ability to process feedback.
• Detail-oriented and adept at multi-tasking.
• Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

Preferred Qualifications

• Associate’s or bachelor’s degree.
• One or more years of experience in an office setting.
• Experience working in higher education.
• Experience using Banner software system.

Normal Work Location, Hours and Conditions This position works in person on our campus in University Heights, Ohio. Generally 37.

5 hours per week as assigned. This is a 10-month position. This position may also require work be performed outside of normal business hours.

• Physical Requirements Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time;
• to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight;
• to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard;

to travel to other office locations and to verbally communicate to exchange information. Hours Full Time FLSA Non-Exempt (Hourly) Compensation & Benefits Starting salary will be $16.

75 $18.00 per hour, commensurate with qualifications. This position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children.

About John Carroll University John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve.

The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland.

Academically, the University consists of the College of Arts and Sciences, the College of Health and the Boler College of Business, which include graduate programs.

The University offers more than 70 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master’s level.

The University enrolls approximately 2,300 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 13 : 1.

John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years.