Administrative Assistant

UNIVERSITY OF ST. THOMAS - HOUSTON

DEPARTMENT: CENTER FOR THOMISITC STUDIES AND PHILOSOPHY

ADMINISTRATIVE ASSISTANT

The University of St. Thomas (UST), a private Catholic University committed to the liberal arts and the religious and intellectual tradition of Catholic higher education, located in Houston, Texas, near the vibrant central business district, Texas Medical Center, and museum district, is seeking applicants for a full-time Administrative Assistant in the Center for Thomistic Studies (CTS) and Department of Philosophy. The purpose of this position is to provide administrative and clerical support. This position reports to the Director of the Center for Thomistic Studies.

Essential Duties and Responsibilities:

• Serve as first point of contact for in-person, telephone, and email inquiries

• Collaborate with Director to complete and submit accreditation and institutional effectiveness documentation

• Build/Maintain database, MS Excel, Shared Drive, and Radius databases of program inquiries, prospective students, applicants, and current student program progress

• Provide reminders to students concerning requirements and program progress

• Schedule and proctor special exams for graduate programs

• Collect application materials and prepare applications for review

• Review financial statements and collaborate with business office on spending irregularities and corrections

• Process invoices and maintain budget records

• Manage/maintain mass communication using CTS email account

• Purchase supplies

• Collect information and produce annual Center Report

• Assist with hiring of adjuncts and arranging office space for adjuncts

• Collaborate with facilities and other offices to reserve/set-up/ break down venues and catering for on campus special events, especially the annual Aquinas Lecture

• Arrange for video recording of special events such as Aquinas Lecture

• Produce flyers, brochures, and advertisements for on campus special events such as Aquinas Lecture

• Make travel arrangements for visitors, such as Aquinas Lecturer, outside readers of dissertations, etc.

• Make arrangements for Colloquia, dissertation defenses, and special exams, including production of flyers, e-mail announcements, and purchase and preparation of refreshments

• Provide support for CTS and Department faculty with varied office/professional tasks

• Collaborate with Marketing & Communications to support student recruitment and to promote CTS events to the greater community

• Collaborate with CTS Director, Division Dean, and Registrar's office on course scheduling

• Oversee daily operations of the Center and Department

Education and Experience Qualifications:

• High School Diploma or GED Equivalent required. An Associate's Degree or Undergraduate Degree preferred.

• Minimum of 3 years of experience in an administrative assistant or related position with extensive direct contact with others.

• Preferred experience in PeopleSoft or other related systems

• Must have a minimum intermediate level PC skills with Microsoft Excel and Word, Email, Outlook, and the Internet

• Must be organized and demonstrate a strong attention to detail

• Excellent written and verbal skills

• Courteous and customer service oriented

• Strong problem solving and research skills

• Experience working within teams and with a variety of individuals required

• Must be able to effectively complete multiple tasks with a sense of urgency

• Perform other duties as assigned.

• Must be able to lift and carry up to 20 lbs. of material

The University of St. Thomas is an Equal Opportunity Employer