Department/Organization: Office of Community Life
Supervisor: Ann Jefferson, Director of Community Life and Spiritual Care
The Student Administrative Assistant provides general administrative and program support for the Office of Community Life. The Admin Assistant reports to the Director of Community Life and Spiritual Care who will prioritize assignments. Assignments include assisting with coordination of logistical details for various events, generating periodic mailings, responding to requests for information, assisting with coordination of the PSR calendar of events, maintaining and updating databases, transcribing minutes of CAPSR Council and student group gatherings, handbooks and manuals, list of Spiritual Directors, and generating community notices.
The Student Admin Assistant also participates in the coordination of the common calendar with centers and offices at PSR, assists the Director of Community Life and Spiritual Care in coordinating the fall/spring and intersession Student Orientations in the beginning of each semester, and PSR Commencement at the end of the school year.
Essential job duties:
- Provide administrative support to the Director of Community Life and Spiritual Care (hereafter “Director”) including but not limited to word processing, answering phone, email and in person inquiries, copying, faxing, processing vendor and reimbursement invoices, taking minutes and helping maintain the Office of Community Life calendar.
- Provide administrative and logistical support for events organized by the Community Life Office, CAPSR council and other student groups as needed.
- Maintain and update non-confidential databases.
- Assist in coordinating the fall/spring Student Orientation in the beginning of each semester.
- Assist in planning and implementing the PSR Commencement at the end of the school year including coordination of student volunteers and collaboration with Commencement student workers.
- Assist in coordinating student-organized events by clearing available calendar dates, reserving space, and generating notices for community events and concerns.
- Coordinate logistics for small group meetings.
- Maintain OCL web pages; OCL handbooks, manuals, and resource lists.
- Aid in periodic mailings.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/functions.
Experience and/or Education:
- Prior experience as an administrative assistant
- Prior experience in events coordination
- Experience in community building in cross-cultural context, and some knowledge of diverse communities, including people of color, international students, persons with disabilities, and LGBTQ people, etc.
- Demonstrated excellence in organizational skills
- Ability to effectively manage multiple projects and tasks with strong attention to detail and ability to meet deadlines
- Ability to work in a fast-paced, multicultural and diverse environment
- Ability to handle information and material that may be of a confidential nature, accurately and with sensitivity
- Adept at working flexibly in a team environment
- Competence in student group support and ability to refer students to appropriate resources for non-confidential matters
- Proficiency with personal computers, word processing – including Microsoft Word, Outlook, and Excel, online resources, and social media platforms (e.g. Facebook, Twitter), and online technologies
- Ability and willingness to take initiative and work independently
- Strong communication skills
- Excellent writing and editing skills
- Competence in maintaining filing and record retention systems
- Volunteer recruitment and motivation experience
- A commitment to dismantling racism and competency in fostering cross-cultural relations.
- Driver’s License – Some driving may be required to fulfill OCL errands. Successful candidates in this position are expected to operate cars in the performance of some of the assigned duties. Due to the nature of the assignment and the hours worked, public transportation may not be a cost effective or efficient method for traveling to the various locations required. Individuals who are appointed to this position will be required to maintain a valid Driver’s License throughout the tenure of employment and a clean DMV record OR demonstrate the ability to travel to various locations in a timely manner as required in the performance of duties
- Ability to relate collegially, cooperatively and effectively in a multi-cultural and diverse context, with students, faculty, administrative staff, support staff, as well as visitors and representatives of GTU schools.
- Basic reading, writing, and simple math are required.
- Ability to collaborate with and guide student volunteers effectively.
- Ability to prioritize work.
- Ability to manage multiple tasks and deadlines with composure.
- Close vision required for reading correspondence and working with a computer.
- Ability to hear verbal communication in person and on the phone.
- Ability to communicate clearly in person and on telephone.
- Some lifting and carrying of files, printed materials, and other items for events including boxes up to 25 lbs. with dolly.
- Ability to push/pull drawers in desk and filing cabinets.
- Ability to sit for long periods of time when word processing and during meetings.
- Ability to reach above shoulder, below shoulder at arms’ length.
- Ability to use computer keyboard and mouse.
- Regular attendance required to maintain smooth and efficient running of the office.
Number of positions: One (1) PSR students with Federal Work Study are strongly encouraged to apply. Hours per week: 10 hours Date job is to begin: July 1, 2017 (preliminary job training to occur in May 2017 preferably) Hourly Rate: $14.50 Period of Employment: July 1, 2017 – May 31, 2018 Preferred Work Days: To be negotiated
Ann Jefferson – email@example.com Application Closing Date: May 12th or until filled – Interviews begin as soon as resumes for qualified candidates are received. Please send resume and cover letter as attachments detailing how your experience meets job requirements and why you desire to work for the Office of Community Life.
Hours of Work: 10 hours per week. Occasional evenings and/or weekend hours may be required. Hours may also flex depending upon seasonal tasks (i.e., fewer hours during Reading Weeks and/or more hours around Orientations and Commencement). PSR is an equal opportunity employer.