Saint Martin's University is hiring: Executive Assistant in Lacey

Saint Martin's University, invites applications for an Executive Assistant

The Executive Assistant coordinates the daily operations for the Office of Admissions and the Financial aid office. The position reports to the Dean of Admissions and Enrollment. The Executive Assistant is responsible for creating an engaging office environment and positive interactions with all visitors, staff, and faculty. The Executive Assistant works within University policies and procedures to oversee the day to day workflow of both offices. In addition, the Executive Assistant works actively to ensure that the needs of the Dean of Admissions & Enrollment, the Office of Admissions and Financial Aid are met, including assisting in preparation for the Board of Trustees and other governance meetings.

Saint Martin's University

Established in 1895, Saint Martin's University serves as the educational mission of Saint Martin's Abbey. The Abbey is a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus.

The physical beauty of Saint Martin's 300-acre campus reflects the rich intellectual and spiritual nature of its presence in the Pacific Northwest. As the mission is Catholic and Benedictine, one of our values is a spirit of hospitality welcoming all, regardless of an individual's faith, religion, or spirituality.

Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020. Saint Martin's is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions.

In particular, we know that students educated in an ethnically diverse setting perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community that reflects a similar, if not the same percentage. Saint Martin's University strongly values diversity, equity, and inclusion (DEI), especially as it guides the work of teaching and learning. The university is focused on faculty that can promote equity-focused teaching, mentoring, and community across the university. Successful candidates will be expected to contribute to the University's goals in these areas. Contributions might include working on school-community events, mentoring students, building equity-focused partnerships with others across the university, and supporting student communities centered on BIPOC and/or LGBTQ+ students.

Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.

Budget Monitoring

* Collaborate with the Dean of Enrollment, Director of Admissions, and Director of Financial Aid in forecasting and maintaining all departmental and team budgets.

* Track all departmental and team expenditures/income, including processing of payment requests, deposits and credit card reconciliations.

* Work with Dean of Enrollment to maintain institutional control of operating budgets for counselors. Includes monthly updates and budget meetings when necessary. The position has a proactive role in budget projections and estimated costs.

* Collect purchase orders and route them for approval; responsible for most office online purchasing or last-minute supply/equipment purchases.

* Reconcile budget spreadsheets from the Office of Finance monthly and review all expenses, comparing the admissions internal spreadsheet with each program's institutional budget spreadsheet. Make budgetary corrections/adjustment in departmental records or instruct finance personnel to make corrections or adjustment when errors are found.

Administrative Duties

* Perform office activities, such as welcoming visitors, filing, processing outgoing and incoming mail, routing and screening all incoming calls, and distributing messages to appropriate staff members.

* Generate the necessary institutional forms for processing. In collaboration with the Office of Human Resources, prepare confidential human resource and payroll requests as needed for the employment of temporary, student and regular staff. Order business cards, keys and/or other needs for staff when necessary.

* Oversee graduate assistants coordinating daily visits, overnight visits, and group visits through the use of Slate and Outlook.

* Hire, train, and oversee student ambassadors and graduate assistants. Provide work assignments, develop work schedules, review timesheets, submission of confidential HR and payroll forms. Collaborate with the Dean of Enrollment on responding to grievances, coaching and evaluating student ambassadors and graduate assistants' performance or other issues of concern.

* Maintain inventory of office supplies and marketing materials, including ordering supplies and materials as needed.

* Coordinate all efforts with staff, faculty, students, and vendors for meetings, events, and travel.

* Support searches for staff by scheduling and making the arrangements for phone, Zoom, or on-campus interviews, coordinating candidate travel arrangements, and supporting search committees as needed.

* Oversee and communicate time off requests and balances for employees.

Executive Assistant Duties

* Schedule meeting and make various arrangements necessary for the Dean of Enrollment

* Manage all credit card allocations generated by Dean of Enrollment. Works closely with Office of Finance to allocate credit card expense.

* Attend institutional meetings as requested by the Dean of Enrollment to provide support. Reserve and set-up rooms and if appropriate, record and distribute meeting minutes. Coordinate all needs for department events where internal and/or external constituents would be participating.

* Keep the Dean of Enrollment informed of any potential concerns communicated by students, staff, or parents.

* Assist with creation of the Board of Trustee's report and serve as note-taker for Enrollment Committee Meetings. Provide attendees with previous meeting minutes, agenda, name tags, and other materials the Dean of Enrollment wishes to distribute.

* Draft and compose correspondence and reports for signature.

* Edit and format final Board of Trustees committee report quarterly.

* Provide occasional support to other offices as needed.

COMPETENCIES

* Excellent interpersonal and communication skills to effectively handle a broad range of interpersonal contacts, including those at a high level and those sensitive and/or confidential in nature.

* Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.

* Excellent customer service skills.

* Knowledge or experience utilizing computer programs in an office environment.

* Demonstrates strong organizational skills for coordination and overall management of the two offices.

* Ability to maintain confidentiality.

* Ability to assist students in distress/crisis, demonstrate empathy and connect to resources.

* Strong attention to detail; including knowledge of business mathematics beyond basic arithmetic to perform standard business math, such as calculating ratios and percentages, tracking budgetary data, and making simple projections.

* Independently handle multiple work unit priorities and projects.

* The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals and policies of Saint Martin's University.

* Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.

* Establish and maintain effective and cooperative working relationships within a diverse, academic environment and with families of students.

* A demonstrated understanding and value for the contributions that a diverse workforce can make to the success of the organization and the students we serve.

* Must be supportive of a Catholic, Benedictine philosophy of education and be able to articulate and support the University's mission statement.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

* Bachelor's degree preferred

* Minimum 3 years general office support experience.

* General background and knowledge in accounting procedures, bookkeeping, and budget experience.

* Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe suite

* Experience in office management.

* Successfully pass a background check.

Preferred Qualifications

* Experience and background in admissions desirable.

* Experience in high education.

* Experience providing administrative support to senior-level management.

* Experience managing cloud-based databases and multiple budgets.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. Physical demands include:

* Moves objects (less than 50 pounds) long distances (more than 20 feet).

* Ability to be mobile campus wide for appropriate business needs.

* Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.

* Reading, writing, speaking, hearing, standing, bending, sitting.

* Learning and comprehending.

* Requires visual concentration on detail.

* Manual dexterity and precision required for keyboarding

* Must be able to sit for long periods at a time at a computer

* Must be able to concentrate on details and process complex information while experiencing frequent interruptions.

* Must be able to communicate effectively with people at all levels under stressful conditions.