Administrative Assistant- Academics Job at University of Saint Mary in Leavenwor

The University of Saint Mary is conveniently located a short 30 minutes’ drive from Parkville, Shawnee, Basehor and Kansas City, Kansas. We offer Medical, Dental, Vision, University Paid Basic Life & AD&D, Short and Long-Term Disability along with a generous Tuition Remission for the employee, spouse and dependents under the age of 24 years old.

The history of The University of Saint Mary:

The University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas, just 25 minutes away from Kansas City. For over 100 years, the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills. USM serves about 1,400 students at its main campus in Leavenworth, its satellite location in Overland Park, as well as online.

POSITION SUMMARY:

Provides administrative support and staff assistance to the Provost/Vice President for Academics office and the President, as requested. Successful performance of duties requires extensive knowledge of the university’s operations and routinely involves handling communications that are highly sensitive and confidential in nature.

ESSENTIAL FUNCTIONS:

• Manages the office by performing routine administrative duties in support of and on behalf of the academic division and President’s Office, as requested.
• Screens incoming mail and telephone calls; uses discretion to respond on own initiative or redirects as appropriate
• Maintains calendar and arranges meetings for the Provost and the Academic Dean, determining priority and rearranging appointments as necessary. Exercises discretion in determining time and location, assembling pertinent documents and setting agenda
• Maintains “tickler file” on all assignments given by the Provost or Academic Dean to staff and follows up by telephone or in writing as necessary
• Composes original correspondence for own, Provost’s, or Academic Dean’s signature, using knowledge of policies and procedures, in order to respond to a wide variety of inquiries regarding academic matters
• Gathers and assembles necessary background information which the Provost and/or Academic Dean needs when attending staff meetings, Board meetings, etc.
• Gathers and assembles data for reports and prepares draft as requested
• Maintains full-time and adjunct faculty files in compliance with HLC requirements
• Prepares and tracks full-time, part-time and adjunct faculty contracts, including verification of workload, course enrollment, required onboarding, budgeting, etc.
• Collects and maintains files of course syllabi each academic semester
• Maintains records and files related to regional and specialized accreditation, workload, budgets, faculty profiles, student complaints, and other records as requested
• Other duties as assigned

REQUIREMENTS:

• Associate’s degree/Bachelor’s degree, preferred
• 1-2 years related office experience, required
• Higher education experience, preferred
• Effective interpersonal and communication skills
• Proficient in Microsoft software, particularly Word, Excel and Powerpoint with ability to quickly adapt to other technology and software packages as required
• Affinity with the overall mission of the University of Saint Mary
• Projects a positive, professional, customer focused image for the university
• Proven ability to work independently as well as part of a team in a professional and confidential manner

TO APPLY:
Submit a cover letter, resume and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.

Questions: call Cora Garrett @ 913-758-6103.