Senior Administrative Assistant

Job Summary:

The senior administrative assistant role is responsible for providing excellent customer service to all constituents across the university. This position is also responsible for managing and distributing information and creating efficiency within the office or shared function. The senior administrative assistant is responsible for the support, clerical/administrative and project work for a college/school/division or building/function and may support multiple employees or shared spaces, in addition to community agencies and accreditation/regulatory agencies.

Essential Functions:

• Promote Franciscan ideals and adherence to the Mission of the University as demonstrated by the University Ideal Characteristics. As we are an equal opportunity employer committed to Franciscan values, all employees share responsibility for advancing diversity, equity, and inclusion in the performance of their roles while demonstrating service orientation, respect for all, intellectual curiosity, solution focus and innovation, and mutual accountability.
• Interacts with all management levels and external agencies; works independently and completes assigned projects with minimal supervision.
• Research and compiles data for internal (e.g., budget, assessment) and external (e.g., accreditation, regulatory bodies, state, and federal grants) reports.
• Reviews and analyzes special reports and data, summarizing information for dean and others.
• Authorizes and approves, within the delegated level of signature authority, purchase requisitions, check requisitions, employee reimbursements, credit card charges, and other budget obligations.
• Organizes, facilitates, and coordinates with dean and department chairs needs for required accreditation self-studies, site visits, including on-campus and off-campus needs.
• Coordinates and facilitates internal and external assigned events such as community advisory boards and academic ceremonies.
• Uses project management tools such as Excel, Event Application Software, and Microsoft Teams to track and coordinate University Events.
• Coordinates and facilitates faculty and staff searches in collaboration with the Search Committee and dean's office.
• Monitors and prepares special contracts for full-time faculty (e.g., overloads, stipends).
• Coordinates and prepares external agency internship affiliation agreements and Certificates of Liability Insurance for all college programs and sites.
• Serves as recording secretary for monthly college department chair and college meetings.
• Commitment to process improvement by documenting and discussing efficiencies and eliminating failure points.
• Maintain confidentiality regarding sensitive information.

Additional Responsibilities:

• Quickly prepare multiple forms of correspondence for all internal and external audiences.
• Communicate to internal and external audiences on behalf of the college and dean.
• Cascading key decisions after they are made by college dean and department chairs.
• Prepares and maintains college Dean appointment calendar that includes multiple stakeholders.
• Representative as key point of contact for building/division/college/school as designated.
• Mail distribution for designated area, order supplies as needed within function as a shared resource.
• Provide general support to visitors and guests.
• Perform other duties as assigned, requested, or directed to support university operations.
• Occasional flexibility in hours may be required.

Qualifications/Education:

• Commitment to the mission statement, core values, and goals of Alvernia University.
• Microsoft Office Suite proficiency
• Minimum 2-3 years of administrative assistant or related experience
• Excellent organizational and communication (written and oral) skills.
• Ability to excel at details, prioritize, multi-task, and work in a fast-paced environment.
• Problem-solving skills, the ability to identify problems, brainstorm, analyze options, and implement the best solution.
• Ability to network and collaborate interdepartmentally to obtain answers and solutions.

Physical Requirements:

• Physical attendance is required to perform the duties of this job.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.

Join a team that values your well-being!

We offer a comprehensive benefits package designed to support you and your family:

• Robust Health Coverage: Choose from three offered medical plans, plus dental and vision.
• Financial Security: Enjoy University-paid life/AD&D insurance and long-term disability, with options for short-term disability and supplemental coverage for you and your family (including accident, critical illness, and hospital indemnity plans). Flexible spending accounts are also available.
• Exceptional Retirement: Start saving immediately with our 403(b) Retirement Plan. You will get 100% immediate vesting, a University gift contribution, and a generous match up to 5% of your deferrals.
• Time Off & Flexibility: Take advantage of 20 paid holidays each year, including 5 floating holidays, and the possibility of flexible or hybrid work options for many roles.
• Invest in Your Future: Enjoy tuition remission benefits for yourself and your dependents.
• On-Campus Wellness: Benefit-eligible employees on our main campus receive free access to our Medical & Counseling Center.
• Employee Meal Plan: This plan provides convenient, flexible dining options on campus at a reduced cost.