Overview

Date:  September 6, 2021

Position Available:  Administrative Assistant/Office Manager

Position Reports to:  Vice President of Center for Evangelization

Department:  Outreach & Evangelization

FLSA Status:  Non-exempt

Schedule:  Monday – Friday, 8:30 a.m. – 4:30 p.m., occasional, though little, evening and/or weekend work

 

Please apply online: https://franciscan.edu/administrative-assistant-office-manager/

 

POSITION SUMMARY

The Administrative Assistant/Office Manager assists the Vice President of Center for Evangelization in all aspects of his position, including communication, correspondence, scheduling, report creation, and research. Office manager duties include support and coordination tasks associated with the building and team’s operations.

 

PRIMARY RESPONSIBILITIES

1.     Manage all VP communication, including creating correspondence, reports, presentations, forms, and plans, done through transcription or otherwise; manage email for VP, in addition to document storage (including restructuring); track and report VP expenses; perform a wide variety of assignments which may be confidential and require extensive research, with the creation of reports, building and managing budgets.

2.     Arrange meetings and conferences, including logistics, hospitality, and room scheduling; schedule appointments and perform other duties related to maintaining schedules; make travel and lodging arrangements, either directly or through travel agencies.

3.     Liaison with other departments, including at VP and Director level, on administrative and operational matters; coordinate data flow (from Directors and Managers) for reports. Greet and direct visitors, resolve routine administrative problems and answer inquiries concerning activities and operations of units and division.

4.     Perform phone work, which could be extensive, with Bishops, Priests, directors in Dioceses, Parishes, Apostolates, in addition to youth ministers, parents, and conference participants. Work to include script creation and call tracking.

5.     Sort, screen, and distribute incoming and outgoing mail, draft or prepare responses to routine inquiries, and operate a variety of office equipment; order, stock, and distribute office supplies; coordinate needed cleaning, maintenance, and organizational activities.

6.     Other duties as assigned, including supporting other functions within the division, time permitting.

 

This is not intended to be an all-inclusive list.  Additional duties, expectations and responsibilities may be added or changed as needed to meet the University’s needs.

 

REQUIREMENTS

Must understand, support and embrace the mission of Franciscan University of Steubenville and possess the following:

 

Work Experience

·         5+ years experience as an Administrative Assistant and/or Office Manager.

·         Experience in office administration and customer service.

 

Competencies

·         Customer/Service Focus: Is dedicated to meeting the expectations and requirements of internal and external customers.

·         Quality of Work: Adheres to the standards or expectations of performance set for a given job; effectively applies policies and procedures to a given job.

·         Action Oriented: Displays initiative; doesn’t wait to be asked or told something; comfortable acting in the absence of clear guidance or instructions.

·         Project Management: Effectively identifies and organizes steps, tasks, resources, and timing needed to accomplish goals.

·         Interpersonal Skills: Effectively communicates with others, is able to find common ground, and uses diplomacy and tact to diffuse high tension situations.

 

Education

·         Associate degree or equivalent experience required; Bachelor’s degree preferred.

 

Technical Skills

·         Embrace all technologies, including online apps; quick and enthusiastic learner.

·         Transcribe from recording device; very proficient at word processing.

·         Proficient in MS Office suite of products.

 

Workplace Factors

·         Occasional, though little, evening and/or weekend work

 

Candidates must submit an online application, a resume and a cover letter that demonstrates their fit for the position based on their experience, accomplishments and skills as well as their desire to advance the mission of Franciscan University.

 

Please apply online: https://franciscan.edu/administrative-assistant-office-manager/

 

For other information and job postings, visit our website at https://www.franciscan.edu

 

Franciscan University of Steubenville is committed to principles of equal opportunity and is an equal opportunity employer.