Administrative Assistant - San Antonio - St. Mary's University

    St. Mary's University
    St. Mary's University San Antonio

    1 day ago

    Default job background
    Description

    The Administrative Assistant plays a vital role in supporting the Law School Advancement office, fostering strong relationships with alumni, friends, law firms, corporations, foundations, faculty, and staff. This position provides comprehensive administrative support to the entire Law School Advancement team, ensuring the successful implementation of alumni and development programs.

    Key Responsibilities:

    • Provides administrative assistance in daily activities, including email management, calendar organization, phone answering, mail distribution, copying, filing, and inventory maintenance.
    • Creats, composes, and edits documents, presentations, and reports using advanced software skills. Develops and maintains databases, ensuring accurate and up-to-date information.
    • Handles all financial aspects of the office, including budget preparation, expense monitoring, check request processing, travel expense reimbursement, credit card balancing, inventory review, purchasing resources, and other financial matters.
    • Manages travel arrangements for office staff, including University travel documentation, reimbursements, check requests, deposits, and credit card reconciliations.
    • Coordinates scheduling, logistics, agenda preparation, and execution of standing meetings with alumni, volunteers, and other stakeholders. Drafts agendas, sends reminders, prepares materials, takes minutes, and distributes post-meeting materials.
    • Provides direct support to departmental, divisional, and institutional programs, handling time-sensitive projects and prioritizing tasks with professionalism and confidentiality.
    • Serves as a point of contact for non-routine projects, coordinating between various offices to assist with call report preparation, donor research, and evaluation.
    • Performs other duties as assigned by the Executive Director or other senior staff members.

    Requirements:

    • A High School Diploma or GED is required; an Associate's degree or 24 hours of college coursework is preferred.
    • At least three years of administrative/secretarial experience are necessary.
    • Must clear and maintain a favorable background investigation and clearance.
    • Must have a valid driver's license, motor vehicle liability insurance, and personal injury insurance, or a self-reliant source of transportation for daily business activities.
    • Advanced skills in MS Office (Word, Excel, Outlook, and PowerPoint) are essential, along with proficiency in Teams, Zoom, or similar online/virtual meeting platforms.
    • Excellent verbal and written communication skills, strong public relations, and customer service abilities are required, with discretion and diplomacy in high-profile situations.
    • A high level of integrity, confidentiality, and self-judgment is necessary to manage multiple deadlines and prioritize tasks effectively.
    • Bilingualism in English and Spanish is highly desirable, allowing for effective communication with Spanish-speaking individuals.

    Physical Requirements:

    • Working conditions are primarily in an office environment and university campus setting, requiring frequent movement across the campus for daily business activities.
    • This role requires regular sitting, walking, and standing; talking and hearing, both in person and over the phone; and repetitive use of hands to operate standard office equipment.
    • Occasional lifting of up to 25 pounds may be required.
    • Specific vision abilities include close vision, distance vision, and the ability to adjust focus.

    St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.

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