Deadline: Until Filled

Reports to: Executive Vice President/COO, Legal Counsel

Supervises: Work Studies

Primary function: This position will report to the Executive Vice President/Chief Operating Officer and Legal Counsel. Primary responsibilities include assisting in daily tasks, providing customer service to students, staff, and faculty. The Executive Administrative Assistant will be trained to manage and maintain calendars for the aforementioned supervisors. Will also be responsible for the coordination of events as needed.

Required Qualifications:

Education: Associate degree and/or other formal secretarial training program.

Experience: At least five years’ experience in professional office environment with demonstrated competence in computer applications, word processing, spreadsheets, budget-related record keeping, and maintenance of physical and electronic systems for information management, written and verbal communication and interpersonal relations. Must be accustomed to working in an environment that requires extreme confidentiality.

Essential duties:

1. Greet visitors, respond to general inquiries, and provide referrals to appropriate resources. Receive, screen, direct and make telephone calls and take and relay messages.
2. Schedule and arrange meetings and events as needed for staff and campus visitors including coordinating room reservations and organizing equipment set-ups, food service, and parking.
3. Set appointments and organize schedules for supervisors using Microsoft Outlook, Teams and Zoom.
4. Compile information, compose, and prepare a variety of documents such as correspondence, forms, lists and spreadsheets using Microsoft Word and Excel. Verify for completeness and proofread for accuracy, grammar, and spelling.
5. Maintain the confidential legal files of the College and Archabbey.
6. Attend meetings for purpose of taking notes and preparing and distributing minutes.
7. Develop and maintain both physical and electronic filing system.
8. Supervise work study students.
9. Transcribe dictation as needed.
10. Retain receipts and other information for supervisor’s expense reports. Generate expense reports for those supervisors and submit for approval of payment.
11. Submit reimbursements for the proper signature and to the business office for processing.
12. Assist in management of budgets
13. Obtain/Maintain a Notary License
14. Responsible for Continuing Legal Education courses. Booking location, menu, electronics needed etc. Submit the course for approval by the PACLE. Must also learn how to use the ASAP Nexus system for maintenance of course rosters and attorney credits. Maintenance of accurate records to be prepared for submittal as required by the PACLE to maintain our accreditation as a Provider.
15. Must learn EDpuzzle for the purpose of uploading, editing, and then sharing videos for online Continuing Legal Education Programs.
16. Assist the Criminology Department as needed in processing of reports using the Informer System.
17. Generate student evaluations, transcripts and schedules as needed by staff using Colleague.
18. Assist the President’s office as needed with telephones, scheduling, etc.
19. Assist faculty with Schoology, contacting students, adding assignments, etc.
20. Responsible for ordering supplies as needed for the office.
21. Responsible for maintenance of the copy machine.

Other duties:

1. Some afterhours work required as it relates to Continuing Legal Education Programs, student events, social events.
2. Perform other duties as assigned.

Special challenges and environment:

Located in a busy environment with many interactions and interruptions.

Occasional need to work evenings or weekends.

All positions require the incumbent to be able to fully embrace the unique mission and identity of the College as a Catholic, Benedictine liberal arts and sciences institution. Saint Vincent College is committed to diversity and encourages applicants from all qualified candidates. Saint Vincent College is committed to building a diversified and competent population of faculty and staff, and encourages applications from women and minorities. Saint Vincent is an equal opportunity employer.

PLEASE NOTE: Background checks will be performed on all new faculty, staff and adjunct positions. Employment is conditional upon satisfactory background checks and clearances.

TO APPLY:

Please submit cover letter, resume, and three references to:

Assistant Vice President of Human Resources and Talent Acquisition
Saint Vincent College
300 Fraser Purchase Road
Latrobe, PA 15650

OR electronically to: employment@stvincent.edu