STAFF POSITIONS
Administrative Assistant to the President (AAP#1)
The University of St. Francis is a Catholic, Franciscan institution, serving more than 4,300 students at locations throughout the nation. USF's main campus in Joliet, Ill. is located about 35 miles southwest of Chicago in a residential neighborhood and serves 1,300 students.
Hours/Shift/Work Schedule: Customary office hours are 8:00 a.m. to 4:30 p.m. daily with one half hour for lunch. Position requires 40 hours per week. Position requires occasional evening and/or weekend hours.
POSITION SUMMARY: Under moderate supervision, assists the President by performing various secretarial and administrative tasks including planning and organizing meetings, preparing and typing correspondence and maintaining records, files, and databases of information related to the President's Office and the University of St. Francis.
Position is responsible for the overall management of the office of the President and promotes on and off-campus sponsored programs and activities that contribute to the betterment of the institution and promotes knowledge of and support of the University of St. Francis both regionally and nationally.
The Administrative Assistant to the President performs a variety of administrative support activities for the President including, but not limited to, answering telephones and screening calls, greeting and hosting visitors, scheduling appointments and meetings, composing correspondence, preparing and organizing agendas and materials for meetings, monitoring budgets, performing word processing and dictaphone work as assigned, filing, and assisting the Executive Assistant to the President and the President as needed. Position requires excellent interpersonal/human relations and communication skills and multi-tasking capabilities along with the ability to maintain a high degree of confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Uphold and fulfill the mission, vision, values, and traditions of the University of St. Francis .
- Present the University of St. Francis and its services in a positive manner
- Adhere to procedures as established by the administration
- Maintain confidentiality in all situations
- Knowledge of FERPA legislation
- Draft, edit, and compose correspondence for the President and the university
- Prepare and type various correspondence and reports from written and dictated sources
- Answer phone for President, screening and directing callers, and recording messages
- Monitor office message systems including voice mail, e-mail, facsimile transmissions, etc.
- Organize and maintain electronic and hard copy files of President's Office data and information
- Schedule meetings and appointments and maintain calendars for the President
- Coordinate scheduling of activities for all institutional committees reporting directly to the President; make room, food, and related arrangements
- Provide administrative and logistical support required for the smooth running of events
- Screen visitors and telephone calls, refer calls to other staff or personally provide information on established program and policy issues; relay President's direction and key information to other college staff
- Screen incoming correspondence, route as appropriate, locate and attach pertinent materials, and compose draft responses as appropriate
- Make travel arrangements; prepare and submit expenditures for advances and reimbursement
- Establish and maintain effective working relationship with contacts in the course of the work, including faculty and administrators
- Prioritize workload, meeting deadlines, and working effectively at a high level of independence in an environment with multiple demands and frequent interruptions
- Manage budget for President's Office
- Process requisitions and purchase orders for President's Office and activities and events under the direct supervision of the President's Office
- Process requisition and purchase orders for institutional memberships
- Maintain social correspondence (thank you letters, congratulatory letters, birthday cards, etc.)
- Maintain office inventory
- Perform research and other projects as assigned
- Provide assistance to the Executive Assistant of the President/Secretary of the Board of Trustees
- Complete other duties as assigned by the President and/or Executive Assistant to the President
MINIMUM QUALIFICATIONS
- Excellent communication, writing, organizational, and human relations skills
- Professional attributes
- Command of the English language, business grammar, spelling, and punctuation
- Knowledge of modern office methods, procedures, supplies and equipment, including filing system development and maintenance, and telephone reception
- Proficiency in operating basic office equipment such as word processor, typewriter, 10-key calculator, copier, fax, dictating/transcribing equipment, etc. and type 60 wpm.
- Excellent communication and interpersonal skills for interacting with varying groups and individuals including staff and peers, students, trustees, public officials, and the general public
- Strong organizational skills with ability to coordinate multiple tasks and schedules
- Ability to use considerable judgment in the development of approaches and techniques for solving problems
- Proficiency in personal computer applications including word processing (Microsoft Word), spreadsheets, and graphics
- Proficiency at shorthand, speedwriting or other formal system for taking and transcribing dictation
- Ability to compose correspondence, memos and other materials
- Accuracy – Accuracy and attention to detail is essential.
- Timeliness – Strict adherence to all work and attendance schedules is vital to this job
- Efficiency and Flexibility –Efficiency and flexibility in effectively carrying out and devoting time to tasks and responsibilities is a primary requirement of this position.
- Sensitivity – It is essential that this position be sensitive to the President and the University as a whole in providing services to the entire USF community
- Three years of clerical experience
- Collegiate coursework
PREFERRED QUALIFICATIONS
- Bachelor's Degree
- Proficiency in Microsoft Office Suite, GroupWise, and Banner
- Five or more years clerical experience
TO APPLY : Email a resume to working@stfrancis.edu with AAP#1 in the subject line, or mail a resume to:
Joanne Corcoran
Executive Assistant to the President
University of St. Francis
500 Wilcox St.
Joliet, IL 60435.
We are an Equal Opportunity Employer.