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Administrative Assistant

Job Description

Job Title

Administrative Assistant

Job Description

The Institute for Educational Initiatives is home to many education-focused units and centers, including our signature program, the Alliance for Catholic Education (ACE). The administrative assistant will support the work of the faculty and staff whose offices are located on the 1st floor of Carole Sandner Hall, with special attention to the work of the American Indian Catholic Schools Network (AICSN), the Education, Schooling, and Society (ESS) program, and the Institute’s Business Office. The administrative assistant manages the 1st floor reception desk and greets students and guests in a warm and welcoming manner.

The successful candidate loves keeping busy and working on a variety of tasks and projects, has experience with event planning, is highly organized with excellent attention to detail and is comfortable working with numbers and with technology, including learning new programs and platforms. They are comfortable working alone and with others, balancing periods of quiet solitude with periods of multiple interruptions during high traffic times.

Essential Duties Include:
  • Support basic administrative needs of the faculty and staff with offices on the first floor of Carole Sandner Hall with a special emphasis on the needs of the Education, Schooling, and Society (ESS) program and the American Indian Catholic Schools Network (AICSN).
  • Planning and executing all facets of events including but not limited to planning menus and ordering catering and florals/decorations; creating and sending invitations; tracking RSVPs; making name badges and escort cards; setting up the events including tech needs, food and beverage needs (chafers, food, drinks, ice, etc)
  • Making travel arrangements including booking flights and hotel rooms for staff and participants
  • Submitting expense reports
  • Reconciling the AICSN meeting card and coordinating participant reimbursements
  • Proofreading text
  • Copying documents
  • Tracking Professional Growth Points (PGP) and/or Continuing Education Units (CEU)
  • Distributing office supplies and maintaining snack and beverage inventories on the 1st floor
  • ordering and distributing educational and operational supplies; and other event materials
  • Maintain, update, and create databases and listservs as needed;
  • Supporting the Institute’s business office by approving expense reports; making weekly deposits; helping to onboard new employees to TravelND and other IEI-specific procedures; attends to monthly MarketPlace needs
  • Greet guests in a hospitable and welcoming manner, answering questions in a clear and concise manner, providing directions as required, and making inquiries in order to answer questions when necessary.
  • Other duties as assigned.

Minimum Qualifications

High school diploma or GEN and 2+ years experience; ability to lift and carry 25 pounds;


Preferred Qualifications

Highly organized with good attention to detail, advanced computer skills including working knowledge of Zoom, Google, and Microsoft Office platforms.


Department

Alliance for Catholic Education (28010)

Department Website

https://ace.nd.edu/

Family / Sub-Family

University Operations / Administrative Operations

Career Stream/Level

NIC 2 Coordinator

Department Hiring Pay Range

Up to $20/hr, commensurate with experience

Pay ID

Bi-Weekly

FLSA Status

S3 - FT Non-exempt Hourly

Job Category

Office/Clerical

Job Type

Full-time

Job Posting Date (Campus)

05/23/2023

Job Posting Date (Public)

05/23/2023

Job Closing Date

06/13/2023

Posting Type

Open To All Applicants

Posting Number

S231042

Quick Link for Internal Postings

https://jobs.nd.edu/postings/30771

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