Administrative Assistant

Administrative Assistant Part-time (28 hrs / week)

Pay Rate : $21 up to $23 per hour

Reports to the President

Position Description :

This position provides administrative support to the School’s leadership (the President, Vice President, and three Directors) and assists with the School’s operations during the day-to-day activities of the campus.

The administrative assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of people, including faculty, staff, administration, students, and community members.

The Assistant will demonstrate professionalism and provide quality customer service in accord with the School’s mission and vision and maintain positive working relationships that contribute to the positive culture of the School.

The Assistant will perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in an efficient manner and with minimal supervision.

This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.

Position Objectives :

• to support the administrative work for which the School’s leadership is directly responsible, helping these offices fulfill their responsibilities more effectively;
• to manage day-to-day operations of the office;
• to cooperate in and support the mission and vision of St. Bernard’s through professionalism, excellence, and good character, thereby contributing to the positive culture of the School.

Responsibilities :

Administrative Support to School Leadership Maintain the President’s and the Vice President’s calendars, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.

Assist the President with administration of the School, including but not limited to : preparing and proofing correspondence, development activities and duties, special project work as assigned, and helping to ensure that the School’s administrative deadlines and requirements are met.

Assist the Vice President / Academic Dean with administration of the School, including but not limited to : preparing and proofing correspondence, organizing and maintaining student files (physical and digital), supporting library services and library access, and helping to ensure that the School’s administrative deadlines and requirements are met.

Assist the Directors (Director of Admissions and Student Services, Director of Marketing and Communications, and Director of Finance), including but not limited to : organizing and maintaining files, supporting correspondence and scheduling needs, special project work as assigned, and helping to ensure that the School’s administrative deadlines and requirements are met.

General Operations Support

• Manage the day-to-day activities of the office, including but not limited to : general reception duties, answering phone calls and managing voicemails, collecting and distributing mail, photocopying, assisting students and other visitors, organizing materials in common areas, and ensuring that common areas are kept neat and orderly.
• Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times.

Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.

• Assist with events (lectures, colloquia, social events, conferences, retreats), including corresponding with participants, arranging travel, reserving accommodations, arranging for reimbursements, collecting and submitting information for reimbursements to speakers, arranging for technical support, and coordinating printing jobs.
• Maintain confidentiality in all matters, including but not limited to organizational plans, student conduct records and related matters, salary and benefits, and personnel matters.
• Arrange for office equipment maintenance.
• Perform other duties as assigned by the President.

Qualifications Education, Experience, and Skills :

• Excellent interpersonal, problem-solving, and organizational skills
• Flexibility, enthusiasm, and the ability to work with a broad range of constituents
• Must be a self-starter with the ability to prioritize work effectively, handle multiple projects at any given time, and work well independently
• Supportive nature and ability to stay upbeat in difficult situations.
• Ability to develop positive relationships with students, parents, teachers, and the community.
• Ability to work in a fast-paced environment while juggling and prioritizing multiple, competing tasks and demands, and to ask questions and seek guidance as appropriate.
• Possess a can-do attitude and a willingness to take on whatever needs to be done that may be outside of the job description.
• Motivated to achieve goals and meet deadlines.
• Skilled in managing complex calendars and deadlines
• Exceptional time-management skills.
• Ability to anticipate needs, have a sense of urgency, be proactive, and conscientious.
• Ability to handle sensitive and / or confidential material and information with discretion and good judgment.

Review of applications will begin immediately; all application materials are due on or before October 4, 2024.