Administrative Assistant

Position Title:

Administrative Assistant

Time Type:

Part time

Position Summary and Qualifications:

The Part-Time Administrative Assistant to the Arrupe Center for Ethics, Veterans Services Center and Center for Professional Development for the Haub School of Business (HSB) specializes in the administrative operations of three departments. This position is responsible for assisting three Directors in all matters relating to these departments.

Essential Duties & Responsibilities:

• Serve as the main liaison for three distinct offices:  Arrupe Center for Ethics, Veterans Services Center, and Center for Professional Development, facilitating communication and coordination with departments such as the Registrar, HR, Facilities, IT, campus events, and academic units to ensure successful operations and event planning.
• Provide administrative and budgetary support for the Arrupe Center for Ethics, Veterans Services Center, and Center for Professional Development
• Arrange travel and book flights for HSB speakers for the three departments.
• Utilize Workday on a daily basis for directors to perform tasks such as (but not limited to): approve budgetary transactions (eg, procurement card expenses), ordering office and event supplies and paying invoices.
• Schedule, organize, and coordinate meetings, including logistics and room reservations using Coursedog, ensuring no conflicts and high participation.
• Arrange and book travel for speakers and staff, including flights, accommodation, itineraries, and reimbursement requests, in accordance with university expense policies.
• Utilize Workday daily to process and approve transactions, order supplies, track departmental spending, and manage vendor payments for all centers.
• Support event planning and execution, including coordinating materials, arranging refreshments, and managing set-up for campus and virtual events.
• Serve as the front-line contact for visitors and callers, providing professional information and facilitating positive stakeholder experiences.
• Maintain secure filing and record-keeping, ensure confidentiality of sensitive documents, and responsibly manage department correspondence.
• Identify process improvements, troubleshoot workflow issues, and proactively resolve scheduling or operational conflicts that arise for leadership teams.
• Oversee office supply management, equipment maintenance, and preventative measures to promote an organized, efficient office environment.
• When appropriate, supervise student workers.

Minimum Qualifications:

• Bachelor's Degree required
• Previous academic administrative experience and proven ability to delegate
• High proficiency with the Microsoft Office suite
• Excellent planning, organization and project management skills
• The ability to collaborate with diverse groups of people
• Respect for and ability to maintain confidentiality
• Strong organizational and communications skills – verbal and written
• Strong interpersonal skills – able to work effectively with a diverse community
• Able to work independently
• Very detailed oriented

Physical Requirements and/or Unusual Work Hours:

• Ability to lift up to 10 pounds (e.g., supplies)
• May need to work additional hours for Arrupe Center for Ethics and Veterans Services Center events

Saint Joseph’s University is a private, Catholic, Jesuit institution and we expect members of our community to be knowledgeable about – and to make a positive contribution to – our mission. Saint Joseph’s University is an equal opportunity employer that seeks to recruit, develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students, our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. EOE

Saint Joseph’s University prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail titleix@sju.edu, visit Campion Student Center suite 243, or call 610-660-1145. To learn more about the University’s Title IX policies, the process for filing a report or formal complaint of sex discrimination, sexual harassment, or other form of sexual misconduct, and the University’s response to reports and/or formal complaints, please visit www.sju.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.

Applicant Information & Disclosures

Please review this article of important information pertaining (but not limited) to: Background checks, the Form I-9, Equal Opportunity Employment (EOE), and Title IX.

Applicant Information & Disclosures

Please review this article of important information pertaining (but not limited) to: Background checks, the Form I-9, Equal Opportunity Employment (EOE), and Title IX.

Pay Transparency & Benefits Overview

Please click to read more about the university's approach to pay and benefits transparency. Adjunct instructor compensation can be found in the article. Otherwise, an estimated pay range is listed below. This position's estimated pay range is:

$22.00 - $25.50