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Saint Vincent College · 1 day ago

Adminstrative Assistant

Latrobe, PA

Full-time

Onsite

New Grad, Entry Level

Saint Vincent College is an educational community rooted in the tradition of the Catholic faith. They are seeking an Administrative Assistant for the Office of Philanthropy and Alumni Relations to provide general office, clerical, and administrative support, ensuring smooth operations and effective communication within the department.

Higher Education

Responsibilities

Serve as the Administrative Assistant for the Vice President for Philanthropy & Alumni Relations and other department staff to meet organizational needs of the Office by overseeing office operations, maintaining schedules, reserving meeting rooms, and setting appointments with both on campus and off campus constituents

Greets visitors, answers calls, responds to general inquiries, and provides referrals to appropriate resources

Displays strong interpersonal skills with students, faculty, staff, donors, and alumni

Coordination of overall department calendar to ensure project (mailings, events, etc.) completion

Collaborates with other offices such as Foundation, Corporate and Government Relations; President’s Office; academic deans, Communication, Events and Conference Services, and others regarding project completion

Completes administrative tasks such as mail merges, event preparation, maintain budget information, and data entry including visit notes and constituent updates

Assists alumni director with event planning, implementation, and logistics

Inventories and orders office supplies and processes invoices and expense reports, and assists VP with allocation of expenses to appropriate budgetary lines

Prioritizes and completes assignments, projects, and requests to assure attainment of outcomes

As requested, schedules travel and makes travel arrangements

Attends meetings for the purpose of taking notes and preparing and distributing minutes

Performs various other office functions such as sorting, filing, and retrieving files or documents, photocopying, and assembling documents, posting notices, and receiving, distributing, addressing, and sending out mail

Anticipates department needs and acts accordingly

Other duties as assigned

Qualification

Word processingSpreadsheet preparationInformation managementDatabase developmentRecord keepingInterpersonal relationsCustomer interactionWritten communicationVerbal communicationTime management

Required

A high school or college degree

Experience in a professional office environment requiring demonstrated proficiency in word processing, spreadsheet preparation, data base development, record keeping, file maintenance, computer applications, information management, written and verbal communication and interpersonal relations

Strong interpersonal skills with students, faculty, staff, donors, and alumni

Ability to prioritize and complete assignments, projects, and requests to assure attainment of outcomes

Ability to perform in a standard office environment with efficient time management

Ability to prepare documents accurately and in established formats, sometimes on short notice

Ability to meet deadlines and non-standard reporting or scheduling requirements

Ability to work effectively as a team member

Ability to supervise the work of Work Study Student(s)

Ability to ensure regular and reliable attendance