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Form of workAlvernia University was founded in 1958 by the Bernardine Sisters of the Third Order of St. Francis. Through its main campus in Reading and locations in Philadelphia and Schuylkill County, Pennsylvania, the university serves 3,000 students of diverse backgrounds from around the country.
Alvernia offers a unique blend of rigorous liberal arts core education for the development of the mind, strong technical training in many high-demand majors, experiential learning through study abroad and internship experiences, and engagement with the community through our Franciscan-based community service model. We call our model of transformational education the Alvernia Advantage, and we believe this style of education transforms students into ethical leaders with moral courage.
Alvernia University ranks in the top 100 among 2021 Best Regional Universities in the North by U.S. News & World Report, and we are recognized as a College of Distinction for our commitment to engaged experiential education. JOB SUMMARY:The Senior Administrative Assistant’s major responsibilities include coordination of the V.P.’s administrative operations and support for the Office of Mission, Diversity, and Inclusion. Provide high-level administrative support by handling information requests, receiving visitors, and performing administrative functions such as preparing correspondence, arranging conference calls, scheduling meetings, conducting research, preparing reports, and acting as the first point of contact with people from both inside and outside the organization. This position manages the office’s processes and procedures. A large percentage of time is spent on highly complex or confidential projects, including budget, faculty committees, and a range of issues involving students and faculty. ESSENTIAL FUNCTIONS:Coordinate the V.P.’s administrative operations: schedules, calendars, meetings, projects, travel, and other events and activities.Maintain strict confidentiality on sensitive information pertaining to the University and the office of MDI. Screen telephone calls, inquiries, and requests for MDI and respond when appropriate. Serve as the point of contact and administrator for PN3 Payables & Requisitions, and WB Mason. Act as liaison with students, faculty, and staff across campus for the MDI. Process Event Requests and Aladdin Requests for the MDI.Collaborate on event management, including but not limited to event design, decoration creation and presentation, production of printed materials, and other duties as assigned. Act as office manager for the MDI, including ordering supplies, purchases, and maintenance of office equipment. Process incoming mail for the MDI.Produce high-quality PowerPoint presentations for meetings. Ensure that the V.P. is well-prepared for all meetings, which include detailed notes and presentations. Arrange webinars, conference calls, and on and offsite meetings. Organize and maintain calendar for V.P. and coordinate across campus. Process room reservations for the division of MDI.Process and approve credit card expenditures for the division of MDIPrepare and advise the V.P. for daily activities, cabinet meetings, and other internal and external meetings.Prepare and manage correspondence with and/or on behalf of the V.P.Prepare and distribute publications and other materialsMaintain the V.P.’s budget and collaborate with the V.P. in overseeing all divisional budgetsProcess purchase orders and purchase requisitions for the division of MDI Respond to concerns of students and families, and/or refer for additional response.Maintain and promote high professionalism, efficiency, confidentiality, and productivity standards throughout the office and division.
ADDITIONAL RESPONSIBILITIES:Maintain confidentiality at all times and provide excellent customer service to our clientele, including students, parents, faculty, and staff.Serve on specific committees and duties as assigned by the Vice President for Mission, Diversity, and Inclusion.
