Carlow University invites
applications for the position of Administrative Assistant in the
College of Leadership and Social Change. This person will
provide administrative support to the College related to the
efficiency of office functions and day-to-day operations with
specific support provided to programs in psychology and counseling,
and social work. The position involves a wide variety of complex
processes, which generally include event management, support for
adjuncts and faculty, purchasing, and diverse reporting
responsibilities among others. These responsibilities are completed
independently with limited supervision and are a result of
departmental activities (the nature of the work, activities, and
events associated with the discipline, internal departmental
accounting requirements, etc.) and are well-established, ongoing,
and unlikely to change due to changes in personnel at the
department head or administrative support level. The
Administrative Assistant assigns and/or monitors the work of
- Perform administrative duties and
provide administrative support in all projects.
- Determine ways to increase
efficiency and effectiveness of general office procedures and
- Screen and direct inbound inquiries
and calls, provide information, direct callers as appropriate,
analyze problems and resolve issues as necessary, and greet and
attend to visitors.
- Interface and communicate across
various departments, with all levels of internal constituencies, as
well as external contacts (suppliers, partner organizations,
- Compose, edit and prepare
correspondence, reports, memos and presentations using Microsoft
Office software (Word, Excel, PowerPoint).
- Review and distribute incoming mail
and re-route mail, as appropriate, to request/initiate action and
- Assess the degree of confidentiality
of all information received or requested and respond
- Plan and coordinate meetings and
events, contacting and following through with other departments
(i.e. facilities, food services, etc.) to ensure that all resources
are arranged for the meeting and event participants.
- Track all parts of the admissions
process for accepted students in the Master of Science in
Professional Counseling program, including recordkeeping and
orientation and interview scheduling; and serve as liaison to
Graduate Admissions to update records.
- Work with Psychology and Social Work
department chairs on national accreditation, including the
compiling and editing of documents as well as coordinating
- Assist with adjunct instructor and
graduate assistant onboarding process, including processing of
paperwork and serving as liaison to HR and Academic Affairs.
- Train, assign tasks, and review the
work of student workers.
- Serve as back-up administrative
assistant to other University Officers as needed and as
- Demonstrate and reflect an
understanding of and commitment to the mission and core values of
Carlow University and the Sisters of Mercy.
- Other duties as assigned.
- An Associate Degree and/or five
years of administrative professional experience.
- Proficiency and extensive experience
in using Microsoft Office suite, especially Word, Excel, and
PowerPoint; Adobe Professional is required.
- Comfort with basic accounts
- Ability to handle multiple tasks and
to work in a high volume, fast-paced, goal-oriented atmosphere,
both independently and as part of a unified team.
- Professional demeanor (face-to-face,
telephone, email); ability to communicate with diverse population
of people and work collaboratively across other departments;
ability to remain calm under pressure or when dealing with
- Strong attention to detail, the
ability to work with a diverse population, and the initiative for
self-directed accomplishment is essential.
- Proven ability to maintain strict
confidentiality and handle sensitive matters and emergent
situations using discretion, diplomacy, and good judgment
- Outstanding written and spoken
English language skills
- Ability to edit/proof documents
- Ability to efficiently operate
telephone, e-mail, and related systems.
- Ability to analyze situations,
propose solutions to problems, anticipate needs, and use good
- Excellent organizational skills.
Must possess the ability to exercise good judgment in establishing
priorities, making decisions, and problem solving in a timely
- Proven analytical and problem
solving skills and willingness to take the initiative to adapt to
change and address issues/solve problems as they arise
- Ability to set priorities and
implement projects and day-to-day work in a fast-paced
- Ability to follow through on
projects from beginning to completion and work on multiple complex
- Understanding of the need for
flexible working hours as needed
- Understanding and adherence to
Carlow University employees commit
themselves to the highest standards of ethical conduct. They
commit to act with integrity, treat others with respect and
dignity, carefully steward the University's resources, avoid
conflicts of interest or commitment, maintain confidentiality, and
to comply with legal and professional obligation.
Send cover letter and resume to HR6@carlow.edu.
Carlow University is an Affirmative
Action/Equal Opportunity employer by choice. We value diversity and
we are committed to the recruitment of underrepresented groups.