Administrative Assistant – Classical Education and Saint Ambrose Center

Overview

WHO WE ARE

The University of Dallas is a premier Catholic liberal arts university that seeks to educate the whole person, encouraging its students to pursue wisdom, truth and virtue as the proper and primary ends of education. All employees are expected to support the university’s Mission, which is informed by the Apostolic Constitution Ex corde Ecclesiae, the Catholic Church’s governing document on Catholic universities. The University of Dallas is known for its nationally ranked Core Curriculum, exceptional post-graduation outcomes, and some of the happiest students in the country.

 

SUMMARY

UD is currently seeking an Administrative Assistant who will be responsible for general administrative support to the Directors of the Classical Education Graduate Program and Saint Ambrose Center.

 

PRIMARY RESPONSIBILITIES

●       Assist Directors in the seamless operation of Classical Education and Saint Ambrose Center activities. Schedule meetings and appointments.

●       Provide general administrative support to the Classical Education program and Saint Ambrose Center. Attend, record, transcribe and maintain reports of faculty/staff meetings.

●       Provide event planning and administrative support for summer programs.

●       Display warm hospitality and meticulous attention to detail when hosting on-campus events.

●       Maintain mailing lists for the Classical Education program and Saint Ambrose Center.

●       Schedule student clerical worker’s assignments and document their time entries on BANNER.

●       Maintain files on all academic-related subjects. Secure confidential graduate student records (critiques, oral and thesis summaries, student course evaluations). Assisting in the management of course offerings and scheduling for Fall, Spring, and Summer, and the completing of necessary paperwork on Adjuncts and Faculty Overloads.

●       Maintain departmental and interoffice correspondence, telephone management, welcoming visitors, and handling complex routing systems of information from all UD offices.

●       Maintain and manage department records (correspondence and syllabi). Archive Graduate Student theses.

●       Maintain official records with Braniff Graduate Dean’s Office.

●       Serve as the Content Manager for the Classical Education program and Saint Ambrose Center websites.

●       Keep accurate accounts of all business transactions and maintain department records. Requesting purchase orders, check processing, invoicing K-12 client schools, voucher requests, tracking petty cash accounts, reconciling credit card expenses, maintaining equipment contracts for office equipment, processing contractors, payroll reporting for undergraduate student workers and graduate assistants.

●       Collect information and documents to create newsletters for Classical Education program and Saint Ambrose Center.

●       Operate office equipment, such as phone systems, copiers, fax machines and computers.

●       Coordinate the maintenance and repair of office equipment.

●       Work with the Facilities department to submit work order requests to resolve office/building issues.

●       Sort and route incoming correspondence, including faxes and email.

●       Prepare outgoing mail, including letters of recommendation.

●       Mail, fax, or arrange for delivery of correspondence.

●       Perform data entry and prepare reports, letters, spreadsheets and other documents using word processing and database software.

●       Maintain course files, including files of class materials.

●       File and retrieve documents, records, reports, and other materials.

●       Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders, and verifying receipts.

●       Coordinate and place book orders in accordance with established processes and timeframes.

●       Assist in the maintenance of the department website in coordination with Directors.

●       Monitor and reconcile budget to track expenditures.

●       Assist in the preparation and/or proctoring of examinations.

 

SUPERVISORY RESPONSIBILITIES:
Supervise student workers as assigned.

 

MINIMUM REQUIREMENTS

·         High School Diploma/GED.

 

PREFERRED QUALIFICATIONS

·         Some college work preferred, and office administration experience strongly desired.

 

ADDITIONAL INFORMATION

·         This position works half-time for Classical Education and half-time for Saint Ambrose Center.

 

BENEFITS

UD provides competitive pay and benefits, including eligibility to participate in medical, dental, vision, life and disability insurance; employee events; a health and wellness program; a free fitness center; competitive leave programs; tuition waiver, tuition exchange for employees and their families; and matching retirement plan contributions.

 

If this sounds like the job for you, apply online at: https://hr.udallas.edu/apply/

The University of Dallas seeks to recruit, develop, and retain faculty, staff and administration of the highest caliber.

The University is an Equal Opportunity Employer and encourages applications from individuals who will enhance our community and advance our Mission.