Admin Assistant to ISCS

Summary of Description

The Administrative Assistant (AA) in the Institute for the Study of Contemporary Spirituality (ISCS Office), assists the ISCS Executive Director, Directors of the Ph. D in Spirituality and M.A. in Spirituality Programs, with a wide range of administrative and office support activities. The AA handles confidential and time sensitive materials and information related to the business of its programs, students, program instructors, and Field Supervisors. The AA collaborates with all needed parties to plan logistics for classes, meetings, events, and conferences.

Essential Duties and Responsibilities

Assists the Director with the Administrative aspects of the department and corresponding programs by:

• Receives telephone calls on behalf of the Directors.

• Receives and escorts visitors on behalf of the Directors.

• Distributes mail and inter-departmental communications.

• Copies and/or scans correspondence, forms, and other documents and uploads them on appropriate Moodle sites as necessary.

• Locates and arranges for library materials to be temporarily held “On Reserve,” including inter-library loan (ILL) materials.

• Orders and distributes office supplies as needed.

• Prepares, submits, and tracks check reimbursement requests for travel expense requests and non-travel items.

• Drafts, edits and proof reads announcement, invitations, letters, memoranda, etc., for the Program Directors

• Routes academic forms, letters, memoranda, and cover pages of Thesis pages and papers and Dissertations for

• signature.

• Performs initial contact and basic qualification screening of potential applicants for admission to the degree programs.

• Responds to general inquiries and requests for Degree program information.

• Initiates classroom and conference room reservation requests.

• Initiates and acts as the access point-of-contact for maintenance and repair work orders.

• Coordinates and schedules oral presentations and dissertation defenses for Ph.D. students.

• Coordinates and schedules departmental and academic committee meetings.

• Coordinates and schedules a variety of on and off campus social functions (E.G. Ph.D. socials and dinners, AAR conference networking social, etc.)

• Records and transcribes the minutes of Academic Committee meetings and special sub-committee meetings,

• (E.G... Admissions sub-committee, Examinations sub-committee, etc.)

• Maintains correspondence and departmental files both electronic and physical.

• Provides administrative support for adjunct faculty, visiting faculty and guest speakers.

• May be called upon to provide administrative support and coordinate manpower (students and volunteers) for various conferences, symposiums, workshops, and other events.

• Maintains ISCS database and email communications.

• Maintains the common calendar for ISCS. Performs additional job-related tasks as required or requested by the Director.

• High School Diploma, or equivalent, required. Associates degree, in a business or education related field, preferred.

• At least two years equivalent work experience in the realm of higher education, required.

• Proficiency in MS Word, MS Excel and MS Outlook, required

• Excellent listening, verbal, writing communication and interpersonal skills, required

• Strong organizational skills, required

• Handle sensitive information with the highest degree of integrity and confidentiality, required

• Strong multi-tasking and time-management skills, required

• Able to operate standard office equipment, required

• Knowledge of Catholic Faith tradition, function and common practices, required.

• Bilingual Spanish-English skills, preferred.

Twenty (20) hours per week, with occasional weekend and evening shifts as required.