Administrative Assistant 2, Graduate School of Management, College of Business

Job description

PAF/Position Details

Position Details

Position TitleAdministrative Assistant 2, Graduate School of Management, College of BusinessPosition StatusFull-Time Position Summary Information

Job Description Summary

Under minimal supervision from the Assistant/Associate Dean(s), the Administrative Assistant 2 shall coordinate and perform responsible clerical and administrative assistant duties for the College of Business (COB) and Graduate School of Management (GSM) faculty and staff.


Responsible to model the University Mission through dedicated job performance, service excellence to constituencies, respectful collaboration and active support of the University’s Mission and Catholic and Lasallian higher education.

-Provide daily secretarial/clerical support to the Assistant/Associate Dean(s), COB & GSM Staff and to the Department and Program Chairs, as required.
-Prepare complex materials, charts, tables and graphs from rough draft to final form without specific instructions.
-Answer telephone and written inquiries giving prompt and accurate information back to students, faculty/staff and the public in a professional and courteous manner.
-Act as liaison between graduate students and faculty, Academic Program Directors, and other university departments, disseminating information as needed or requested.
-Independently compose narrative letters of average difficulty involving subject matter, knowledge and discretion.
-Support faculty in establishing and maintaining Blackboard course shells for all GSM courses each semester, in collaboration with the Center for Academic Technology Solutions.
-Direct students and/or the public to the appropriate locations on campus to address their particular needs
-Maintain a clear and consistent filing system that allows for quick retrieval of materials and information through e-files/electronic databases and/or paper
-Monitor and maintain all inventory office supplies within the College of Business and Graduate School of Management and submitting orders for supplies that need to be replenished.
-Utilize the University’s ERP software to retrieve data regarding course enrollments and student lists, etc.
-Keep current on necessary computer programs through in-house training sessions. i.e. Blackboard, Banner, Etc.
-Assist Department Chairs, Program Directors, Assistant/Associate Dean(s) and the Dean with preparation of COB & GSM course schedules; distribute and collect course scheduling documents to Academic Chairs.
-Responsible for data entry course schedule into University’s Banner System.
-Administer processing of book orders for COB & GSM degree programs. Prepare and post book list on Blackboard.
-Facilitate collection and placement of faculty syllabi in the University’s Shared Network Folder, no later than 30 days prior to start of each semester.
-Assist in planning and organizing for special events within the College of Business & Graduate School of Management.
-Prepare, secure appropriate signatures, and submit course modifications to Registrar.
-Compile reports as requested by Assistant/Associate Dean(s) and the COB & GSM Staff and to the Department and Program Chairs, as required.
-Coordinate with student workers that Borromeo classrooms and labs are clean.
-Use Microsoft Office Outlook for scheduling appointments, meetings, etc.
-Other related duties as assigned by the Dean, Assistant/Associate Dean(s), COB & GSM Staff and to the Department and Program Chairs

Minimum Qualifications

High School diploma or equivalent credentials. A minimum of 3 years prior administrative assistant experience, or other relevant experience. Microsoft software: Word, Excel, Access, PowerPoint, Outlook; Office 365. Enterprise Resource Planning Software: Banner, Netsuite, etc. Additional Software: Blackboard, Constant Contact, SurveyGizmo, SurveyMonkey. Exceptional analytical, organizational, time management, interpersonal, visual, and communication (verbal, strong writing, editing) skills. Demonstrated proficiency with Microsoft Office computer software (e.g. word processing, spreadsheets, presentation software, publication layout). Ability to develop and maintain a working knowledge and understanding of university systems, policies, and procedures. Self-motivated with a willingness to take initiative with tasks and projects while handling multiple projects at once. Demonstrated work experience involving significant interaction and collaboration with others. Professional attitude and disposition. Ability to maintain confidentiality and work with sensitive information.

Preferred Qualifications

Bachelor’s degree preferred. Prior office experience in higher educational setting.

Essential DutiesWork hours


Posting Detail Information

Posting NumberS00570Posting Date 09/06/2019Closing DateOpen Until FilledNoSpecial Instructions SummarySupplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent credentials?
    • Yes
    • No
  2. * Do you have a minimum of 3 years prior administrative assistant experience?
    • Yes
    • No
  3. * Are you proficient with Microsoft Office, including Word, Access, Excel?
    • Yes
    • No
  4. * Will you now or in the future require sponsorship for employment visa status (e.g., H-1B status)?
    • Yes
    • No
Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Transcripts




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Job No:
Posted: 9/20/2019
Application Due: 9/25/2019
Work Type: