Academic Assistant/Administrative Assistant

OUTSTANDING BENEFITS UNLIKE ANY OTHER. Low-cost health benefits, 8% 403b contribution, affordable tuition at Niagara University for you and eligible immediate family members, tuition exchange at other designated universities for eligible dependent children, generous holidays (20 days annually), PTO, and ½ day Fridays throughout the summer. Niagara University is also an approved employer for the Public Service Loan Forgiveness program. Campus life is vibrant and offers free parking, on-site dining options, and fresh coffee at Tim Horton's and Starbucks, all in a beautiful park-like setting. If you'd like to know more, check out all of theNU Facts.

JOB SUMMARY:

Under general supervision, the Academic Assistant/Admin Asst performs clerical and secretarial tasks and provides support for the social work and campus ministry department.

The employee serves as an initial contact for visitors to campus ministry and maintains a working relationship with collaborators in various university departments. Provides clerical support and performs receptionist and secretarial duties in support of the assigned sector. Utilizes basic computer skills, including Microsoft Office and department-related software programs and respective office equipment. Under general supervision, provides administrative support to the Mission Sector, Mission Office and Campus Ministry. Assists with regular and extraordinary programming from the sector and advances administrative work related to paperwork, publications and event planning. Manages sacramental and liturgical scheduling for campus-wide liturgical events, including weddings and funerals. Advances the process relating to the preparation of couples for the sacraments of matrimony and alumni who seek to baptism with the assistance of the university chaplain.

ESSENTIAL DUTIES:

• Answer telephones, take messages, schedule appointments and greet visitors;
• Perform word processing, filing, copying, and faxing in support of the department(s);
• Handle correspondence; produce reports (including (graphs and charts), presentations, and record minutes of meetings;
• Assist chair(s) with scheduling, coordinating and maintaining weekly activities;
• Oversee coordination of printing, collating and distribution of course material;
• Track expenses, handle check requests, purchase orders and office supplies;
• Monitor departmental budget(s);
• Receive and distribute incoming and outgoing mail for the department(s);
• Respond to requests for rooms and room changes by faculty;
• Assist with commencement by tracking transcripts, planning guides and maintaining files for approval;
• Assist the Dean's Office with student records and awards dinners;
• Receive and respond to student, administration and outside agencies questions and concerns related to the department(s);
• Maintain and use department database system;
• Assist with programs and events conducted by the department(s) as required;
• Make travel arrangements, organize luncheons and events;
• Supervise student aides ;
• Process student perception surveys for faculty who use paper forms
• Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material, should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment;
• Provide administrative support to both the Vice President of Mission Integration and the Director of Campus Ministry, such as answering telephones, scheduling appointments, greeting visitors, and answering sector-related questions.
• Assist with liturgical ministry at Alumni Chapel, such as scheduling for daily and Sunday Mass, contacts, prayer requests, and printed materials.
• Assist in scheduling baptisms, weddings, and funerals.
• Assists the Alumni Chaplain and advances the process related to marriages at Alumni Chapel, namely, contact with couples, and paperwork.
• Assist with large University Masses and events in the Alumni Chapel or on campus. Work with other departments if needed.
• Assist with programs and events conducted by each department as needed.
• Process weekly deposits for Sunday collection, Mass intentions, weddings, and events.
• Process reimbursements, purchase orders, and expense reports.
• Assist the Campus Minister when needed.
• Perform other duties as assigned.

Responsible to the Vice President

• Answer emails from ministry@niagara.edu and mission@niagara.edu
• Assist the VP of Mission Integration in the preparation of the quarterly Board of Trustees meeting.
• Assist with the Vincentian Mission Institute, Mission Committee, and Vincentian Mission Certificate programs, such as, scheduling and preparing materials.
• Coordinate and attend the three-day conference for the Vincentian Mission Institute on campus.
• Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.

GENERAL DESCRIPTION:

% of Time

40% Type, file and maintain records of course work, correspondence, department programs, schedules and majors. Create, input and maintain spreadsheets, databases, correspondence and documents.

20% Receive and respond to calls and questions from students, faculty, administration and outside community. Schedule appointments and maintain office calendar.

20% Assist chairperson(s) with scheduling, budget and department issues. Administer aspects of liturgical events and attend to the process of sacramental preparation for weddings, and baptisms.

10% Supervise work-study students.

10% Oversee coordination of printing, collating and distribution of course materials. Perform administrative tasks such as monitoring the budget, coordinating meetings and functions, maintaining files and submitting financial forms and reimbursements.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.
• Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.
• Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine.
• Ability to receive telephone calls, respond to inquiries and effectively communicate with others.
• Computer literate, including Microsoft Office, and ability to learn new computer software programs.
• Strong and accurate typing skills (including those necessary for mathematical symbols) and utilizing appropriate symbolic graphic programs for equations.
• Excellent organizational skills will attention to details.
• Ability to perform all essential job functions accurately with minimal direct supervision.
• Ability to display sound judgment to insure timely processing and completion of assigned tasks from three departments.

ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a typewriter (if applicable) and/or computer keyboard, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

QUALIFICATION STANDARDS

1. High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities
2. A minimum of two years of experience performing similar tasks is required.
3. Prior work experience in an educational setting is preferred.

ADDITIONAL DEPARTMENTAL ASSIGNMENTS: Principal responsibility for two academic departments: Campus Ministry and Social Work; with additional assistance for Social Work accreditation as needed.
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