Website John Carroll University

Administrative Assistant I

Posting Number: AS760P


Working under the supervision of the department chairperson(s), the Administrative Assistant provides all administrative and clerical support for the department in accordance with established guidelines and procedures.

Duties and Responsibilities:

• Support full-time and numerous part-time faculty members.

• Coordinate all administrative and clerical requests, conferences/travel plans.
• Process all full and part time contracts, resumes, letters of recommendation, forms, transcripts, office assignments, key requests, office templates, syllabi, final exams, emergency contact lists and faculty schedules.

• Support department chair(s) with administrative and clerical requests, meetings, reports, job searches, scholarship and awards, class schedules, staffing, etc.

• Oversee department purchases with P-Card and reconcile P-Card monthly.

• Supervise work study students for department and manage workload.

• Ensure their time in the department is productive and projects are done correctly and in a timely manner.

• Keep track of hours and enter payroll bi-weekly.
• Assist all students with any questions, processing petitions, appointments, scheduling, monitoring make-up exams, etc.
• Assist with department and program events. This may include reserving rooms and equipment, ordering food, preparing name tags and programs, tracking RSVPs, etc.
• Attend and take minutes at departmental faculty meetings.
• Assist in maintaining student records (e.g., declaration of major, assignment of advisor, etc.)
• Assist in maintaining the department webpages.
• Order office supplies in order to maintain appropriate inventory levels.
• Maintain confidentiality in processing confidential information.
• Other duties as assigned.

Required Qualifications:

• High school diploma or equivalent
• Microsoft Office (Word, Excel, Access) and capacity to learn other technical skills.
• Google Platforms
• Good organizational skills and people skills to deal with large number of faculty, students, and recruiters.
• Must be adept at multi-tasking
• Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world

Preferred Qualifications:

• Associate or Bachelor degree
• One or more years of experience in an office setting
• Experience working in higher education.
• Experience using Banner software system

Normal Working Hours and Conditions:

Physical Requirements :

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.

About John Carroll University:

John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences and the Boler College of Business, which both include graduate programs. The University offers 39 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master’s level.The University enrolls approximately 2,500 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 14:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years.

EEO Statement:

John Carroll University is an Affirmative Action, Equal Opportunity Employer. The University is committed to diversity in the workplace and strongly encourages applications from women and minorities, veterans and individuals with disabilities.

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