Job Information
Mount St. Mary's University Administrative Assistant 2 - History and Political Science in EMMITSBURG, Maryland
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 (includingDelta Epsilon Sigma, The Catholic Honor Society)
Help plan special events (such as the English DepartmentsSigma Tau DeltaConference 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 resp ctful 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. Marys University, retirement program with a match as well as a generous paid time off schedule.