Website John Carroll University

Administrative Assistant II


Posting Number: AS762P




The Administrative Assistant II performs all administrative and clerical support for the department in accordance with established guidelines and procedures. This position reports to the Vice President of Academic Affairs (VPAA) and is critical for the smooth functioning of the Academic Affairs office and division. It requires a high degree of professionalism, discretion, tact, sensitivity, independent judgment, and the ability to multitask. The ability to interact effectively with senior administrators, executives, faculty, alumni, staff, Board members, and students is important to the successful performance of the duties of this position.


Duties and Responsibilities:


• Manage administrative duties in collaboration with other staff working in the office, including phone and email correspondence; customer relations; other general duties as assigned.

• Schedule for the Vice President, managing a complex calendar to ensure prioritization of meetings and visitors; coordinates travel and prepares travel itineraries. Provides logistical support for meetings and takes minutes when assigned.

• Prepare documents for the VPAA’s office including research and preparation of complex documents that include PDFs, charts, graphs, and PowerPoints; web content updates; and maintain, manage, and archive files for the VPAA’s office and the division.

• Safeguard confidentiality by exercising discretion in the dissemination of information to faculty, staff, and students and the various constituents served by the university in handling administrative records, files, and similar confidential items;

• Respond to inquiries from students, parents, faculty, staff, alumni, and public and private officials, providing authoritative information regarding university policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer’s satisfaction with the response;

• Organize and facilitate administrative activities associated with faculty hiring, tenure & promotion, expense reconciliation, faculty evaluations, and annual reappointments.

• Manage events held and/or sponsored by the Office of the Vice President of Academic Affairs, including reserving rooms and equipment, tracking RSVPs, ordering food, preparing materials, name tags, etc.

• Track entry and compile reports of all part-time faculty contracts for the University in Banner.

• Hire and supervise work-study student(s); oversee hours, schedules, employee payroll entry, assigning student worker responsibilities, and ensuring completion of assigned tasks.

• Assist students with any questions, processing petitions, appointments, etc.


Required Qualifications:


• High school diploma or equivalent.

• Two or more years of relevant experience in an office setting.

• Office management and budgeting experience.

• Microsoft Office (Word, Excel, PowerPoint, Access) and its G-suite equivalents.

• Database management experience.

• Excellent organizational skills and people skills to deal with large number of faculty, students, and recruiters.

• Ability to direct work of others.

• 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’s degree.

• Three or more years of relevant experience in an office setting.

• Experience with Banner or other Enterprise Resource Planning (ERP) software.


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.


To apply, visit


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