Administrative Assistant

MLA/IHUM and History Department

The University of St. Thomas (www.stthom.edu), a private Catholic university, located in Houston, Texas, the nation’s fourth largest city, committed to the liberal arts and to the religious and intellectual tradition of Catholic higher education, is seeking an Administrative Assistant. The position reports directly to the MLA/IHUM and History Department.

The University of St. Thomas is a comprehensive university, grounded in the liberal arts. Committed to the unity of all knowledge, we offer programs in the traditional liberal arts, professional, and skill based disciplines. Graduates of the University of St. Thomas think critically, communicate effectively, and succeed professionally and lead ethically.

Purpose of Job:

To provide administrative support for the Master of Liberal Arts (MLA), Integrated Humanities (IHUM), and History (HIST) programs.

Essential duties and responsibilities:

On own initiative and under limited supervision, perform standard and advanced administrative duties for the MLA/IHUM/HIST programs

Assist and encourage all program studentsAnswer questions, assist with student paperwork for all programs
Input and maintain records and files for students, e.g. Degree Progress Reports (DPR)
Co-Advising all students, update student information
Enter relevant data into PeopleSoft, retrieve and organize student data as required
Direct students for relevant advising in the proper departments for MLA and IHUM concentrations
Assist students with other University office functions
Perform advanced computer functions using diverse software, including: Word, Excel, PowerPoint, Adobe, Outlook, MS 365, Watermark, Radius, PeopleSoft.
Ensure maintenance of office equipment; requisition and maintain inventory of office property and supplies.
Provide limited administrative support to program faculty
Attend meetings, takes minutes as well as assists with the scheduling of rooms for meetings, events, audio-visual and IT, and catering
Assists with organization of student events
Submits voucher requests for reimbursements and purchase orders for equipment, travel, meals, and other purchases under relevant accounts
Assist with course scheduling, coordinating cross-listings, adjusting to changes
Handles regular mailings to students in different programs, with news and semester schedules, for student recruitment, new course announcements
Multi-task and adapt to changing circumstances
Act as the liaison with other departments: Business Office, Facilities, Security, Office of the VPAA, Cameron School of Business, School of Education, etc.
Attend various career/major/graduate fairs
Create, prepare, and order marketing/promotional materials and fliers, all mailings to be pre-approved by the relevant Chair or Director before mailing, and cc’d on mailings
Prepare PAF and PTOL forms
Perform general front office duties and other responsibilities as assigned
Work in concert with Divisional Administrative Assistant, though maintaining distinct competencies and responsibilities.


Bachelor’s Degree preferred
At least one year of experience as an administrative assistant.
At least one year of experience working in a college or university environment preferred.
Pleasant, courteous and professional customer service skills.
Working knowledge and experience using Microsoft Office software. Specifically, is proficient in the use of Outlook, Word, Excel and PowerPoint.
Demonstrates excellent written and oral communication skills.
Demonstrates excellent organizational skills with ability to manage multiple tasks simultaneously.
Demonstrates ability to work independently as well as in a collaborative fashion.
Timely in the completion of tasks.
Maintains the highest level of confidentiality and professionalism at all times.
Flexible work schedule with some occasional weekend and evening work

The University of St. Thomas is an Equal Opportunity Employer


For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.


About University of St. Thomas

Company Mission:

Our founding was inspired by Catholic intellectual tradition, a 2,000-year-old practice of uniting faith and reason to explore the world. As a Catholic university, we develop future leaders of all faiths looking to make a positive impact on the world. And, we are the only academic institution in Minnesota to be designated a “Changemaker Campus,” meaning social innovation, entrepreneurship and caring for the common good are built into everything we do. Our three campuses in St. Paul, downtown Minneapolis and Rome, Italy, offer unique learning and living opportunities.


Full time benefit eligible position including medical, dental, vision, life insurance, vacation, retirement 403b plan, and tuition remission