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Administrative Assistant, DEI

Mount Saint Mary College
Newburgh, NY, US

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Job Details


Job Title:         Administrative Assistant                                 

Reports To:     Assistant VP for Diversity, Equity & Inclusion/Chief Diversity Officer

Status:             Full time, Non-exempt


Purpose/General Description

This position supports the work and personnel of the Office of Diversity, Equity, & Inclusion (ODEI), collaborating with multiple units and personnel across the campus to advance the goals, mission, and vision of the ODEI in addition to the strategic plan. In addition, this position coordinates ODEI-led campus events as well as collaborative events with other campus units.  An important responsibility of this position is drafting, editing, and distributing correspondence, including marketing for the ODEI and its events, programs, and initiatives.

The position works independently (as well as in concert with the AVP for DEI) in performing administrative functions such as managing and coordinating the AVP’s calendar; locating relevant information on diversity, equity, and inclusion topics connected to higher education; preparing DEI reports and presentations; and, assisting with planning and logistics of ODEI sponsored & co-sponsored events.

Primary Duties and Responsibilities

  1. Support day-to-day operations of the Office of Diversity, Equity, & Inclusion.
  2. Maintain calendar and appointments for Assistant Vice President for DEI/CDO.
  3. Front-line communication, including face-to-face, electronic, and telephone communication with students, faculty, staff and persons or groups external to the College.
  4. Coordinate meetings, materials, advertisement, and stakeholders related to the work of the Diversity, Equity, & Inclusion Committee and other ODEI initiatives/programs. 
  5. Maintain and order office supplies and equipment.
  6. Organize and maintain all department files (paper and electronic).
  7. Process invoices and finance forms (purchase requisitions, expense vouchers, requests for payment, etc.). 
  8. Monitor budget and expenditure information in Jenzabar (technology package for higher education), track expenditures, and produce financial reports as requested. 
  9. Administration of the marketing efforts for the Office of DEI, including liaising with the Office of Marketing and Communication to maintain the Office’s web presence, campus outreach, submitting and reviewing marketing requests, and ordering promotional materials.
  10. Management and compilation of DEI assessment data, including the generation of semester and annual reports.
  11. Other duties as assigned. 

Minimum Requirements

  1. Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
  2. Two years of experience in diversity related programs OR equivalent education or experience
  3. HS Diploma or equivalent
  4. Excellent interpersonal and communication skills
  5. Proficiency in MS Office Suite specifically Outlook and Excel, and design programs such as Canva
  6. Some experience in a higher education setting

 Additional Requirements

  1. Proven writing skills, detail-orientation, ability to coordinate multiple ongoing events, and manage multiple email accounts
  2. Ability to set priorities and manage multiple projects (in addition to being flexible and able to produce with a quick turnaround)
  3. High degree of organizational skills, attention to detail, and problem-solving ability  
  4. Capacity to work independently, with minimal supervision, and as a team member
  5. Experience in event planning, coordinating meetings, designing marketing materials/event announcements
  6. Experience working on diversity-related programs or initiatives
  7. Aptitude for working with quantitative information
  8. One or more years of administrative assistant experience
  9. Leadership and supervisory experience, especially in working with college students.


  1. Bilingual (English/Spanish) 
  2. Availability to work occasional nights and weekends



Mount Saint Mary College was ranked a Top-Tier Regional University (North) by U.S. News & World Report, and is on the federal President’s Higher Education Community Service Honor Roll.

Founded by the Sisters of Saint Dominic in 1960, the Mount has been an academic presence here in Newburgh since 1883. The college's roots in education, and in the training of educators, go even further back to the 14th century and Saint Dominic.

We offer our students an affordable liberal arts education with 50 academic programs and 3 graduate degree programs. Our strong programs in business, education, the health professions, media arts and the social sciences are linked to high career growth fields. Mount students excel in their chosen fields by selecting internships and study abroad experiences that add dimension and value to their education.

Location. Newburgh, New York. The Mount is conveniently located in the Mid-Hudson Valley, midway between New York City and New York's capital city, Albany. The Mount is in Newburgh in Orange County, New York, on a beautiful campus that overlooks the western banks of the Hudson River. It's less than a mile from the intersection of the New York State Thruway and Interstate 84, and just a few blocks from entrance to the Newburgh side of the Beacon-Newburgh Bridge. The Mount is also easily accessible by plane, with Stewart Airport just minutes from campus. The Mid-Hudson Valley offers a scope of unparalleled natural beauty in a landscape of mountains, river and forest. Hiking, biking, walking, swimming, mountain climbing, skiing, snowboarding, and our park activities offer so many ways to explore the natural environment.

Enrollment/Student Body Profile. Our student body is made up of 2,700+ students representing over 16 states and several countries. 1,800 are traditional undergraduate students.

Academic Programs. The Mount offers 50 undergraduate programs leading to a Bachelor of Arts or Bachelor of Science degree. Our collaboration programs offer you a chance to earn a bachelor's degree, plus an advanced degree with schools like Fordham University, Pace University, and New York Medical College. The college also offers master's degrees in education, business, and nursing.

Faculty. Students learn from our faculty, the majority of whom hold a Ph.D. or the highest terminal degree in their field. Our Student/Faculty Ratio is 17 students:1 faculty member.

Average Class Size. 21 students

Freshman Class Size. Approximately 450 students

Athletic teams. The Mount offers Men's Baseball, Basketball, Cross Country, Lacrosse, Soccer, Swimming, Tennis, and Track and Field, and Women's Basketball, Cross Country, Lacrosse, Soccer, Softball, Swimming, Tennis, Track and Field, and Volleyball.

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