Administrative Assistant II (College of Leadership and Social Change)

Description:

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 student workers.

Responsibilities

 

  • Perform administrative duties and provide administrative support in all projects.
  • Determine ways to increase efficiency and effectiveness of general office procedures and processes.
  • 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, agencies, government).
  • 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 ensure results.
  • Assess the degree of confidentiality of all information received or requested and respond accordingly.
  • 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 commissioner visits.
  • 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 available.
  • 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.

 

Qualifications

 

  • 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 maintenance
  • 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 challenging situations
  • 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 before distribution
  • Ability to efficiently operate telephone, e-mail, and related systems.
  • Ability to analyze situations, propose solutions to problems, anticipate needs, and use good judgment
  • Excellent organizational skills. Must possess the ability to exercise good judgment in establishing priorities, making decisions, and problem solving in a timely manner.  
  • 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 environment
  • Ability to follow through on projects from beginning to completion and work on multiple complex projects simultaneously
  • Understanding of the need for flexible working hours as needed
  • Understanding and adherence to business ethics

 

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.

Full/Part/FT&PT: Full-time - non-exempt
Department: College of Leadership and Social Change
Contact Name/Title: Search Committee
Contact Address: Carlow University 3333 Fifth Avenue Pittsburgh, PA 15213
Contact Email Address: HR6@carlow.edu