University of St. Thomas – Houston

MLA, Integrated Studies, History

Administrative Assistant

The University of St. Thomas (www.stthom.edu), a private, Catholic university in Houston, Texas, committed to liberal arts education in the Catholic intellectual and faith tradition, is seeking an Administrative Assistant. The University of St. Thomas in accord with its mission seeks to hire practicing Catholics or persons who can be completely supportive of the University’s Catholic mission. The position reports to the Director of MLA, Director of Integrated Studies and Chair of History.

Purpose of Job
To provide administrative support for the Master of Liberal Arts (MLA), Integrated Studies (ISTUD), 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 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 ISTUD 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 e-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.