Saint Joseph’s University is a private, Catholic, Jesuit institution and we expect members of our community to be knowledgeable about – and to make a positive contribution to – our mission. Saint Joseph’s University is an equal opportunity employer that seeks to recruit, develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students, our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. EOE
Saint Joseph’s University prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail [email protected], visit Campion Student Center suite 243, or call 610-660-1145. To learn more about the University’s Title IX policies, the process for filing a report or formal complaint of sex discrimination, sexual harassment, or other form of sexual misconduct, and the University’s response to reports and/or formal complaints, please visit www.sju.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.
The Administrative Associate for the President’s and General Counsel’s Offices is responsible for overseeing the daily operations of the offices including managing the General Counsel’s calendar, drafting routine communication on behalf of the President and General Counsel, planning and executing special events, and serving as the first point of contact for internal and external visitors to both offices. In addition to other essential and secondary responsibilities, the Administrative Associate provides administrative support, as needed, to the Chief of Staff, Executive Assistant to the President and the Paralegal. The Administrative Associate must be able to work in a fast-paced environment, maintain confidentiality and exercise sound judgment, and complete tasks in a timely manner for these two significant offices.
Duties and Responsibilities (Essential Duties):
Office Management: ? Draft and facilitate letters as requested by the President, General Counsel or other members of the offices. ? Serve as first point of contact for internal and external guests to Regis Hall and Regis Annex. ? Manage and maintain calendar for General Counsel including schedule and location for meetings, conference calls, etc. ? Distribute incoming mail and prepare outgoing mail for the General Counsel’s Office. ? Scan and file documents in order to maintain accuracy and efficiency of retrieval for both offices.
Event Management: ? Plan, manage and oversee special events hosted by the President’s Office related to the University community and the Board of Trustees, serving as the liaison with Aramark and Administrative Services. ? Execute special annual presidential mailings, i.e. President’s Christmas cards and others as requested. ? Assist with the planning and execution of University Commencement, as it relates to the Honored Guests, Board of Trustees and University Leadership Council, and other University-wide events hosted by the President’s Office.
Building Management: ? Serve as the liaison with Facilities Management and other external vendors and proactively maintain auxiliary functions related to facilities management, including office equipment and building maintenance for Regis Hall and Regis Annex.
? Proactively maintain office supplies for the President’s Office and the General Counsel’s Office ? Coordinate and manage the student art exhibit each semester in the foyer of Regis Hall. ? Oversee the hiring, supervision, and payment of the work study students. ? Serve as the point person for RSVPs for events hosted by the President’s Office. ? Special projects/duties as assigned ? Assist Chief of Staff, Executive Assistant and Paralegal with other administrative duties as requested.
Number of direct reports to this position:
Minimum Qualifications (Education/Training and Experience Required):
? Five to ten years of experience in a senior administrative support role or an equivalent combination of education and experience. ? Ability to exercise confidentiality, independent discretion and sound judgment on matters of significance for the University. ? Excellent project management skills, attention to detail, and the ability to multi-task in a fast-paced environment. ? Mastery of basic intermediate skill level in Word, Excel, PowerPoint, and internet search software relevant to the position. Intermediate skills in function specific database software (i.e. Banner, Pipeline) and web update software. ? Excellent communication and professional skills (i.e. grammar, vocabulary, courtesy, collaborative style) and to be applied to telephone communications, to in-person interactions with internal and external audiences and to written communications such as email, letters, memos, etc.
? Bachelor’s degree ? Previous professional work experience in a higher education or legal setting and in support of a senior executive or administrator.
Physical Requirements and/or Unusual Work Hours:
? Occasional early, late, or weekend hours required to support special events such as breakfast meetings, dinners, meetings of the Board of Trustees, University Commencement and special projects for the General Counsel
About Saint Joseph's University
For over 160 years, Saint Joseph’s University has been engaging men and women in a rigorous Jesuit education that empowers them to become leaders in their industries and communities. An expansive liberal arts curriculum that serves as a foundation for all students, combined with programs tailored to meet the needs of complex and evolving fields prepare students for all of their post-graduate pursuits. As a Jesuit institution, guided by a faith that promotes justice, Saint Joseph’s University educates for a higher purpose; service is central to the Jesuit identity, and students are expected to improve the common good by utilizing their skills and knowledge to promote tolerance, compassion and social justice.