Administrative Assistant II

Who is Saint Louis University? Founded in 1818, Saint Louis University is one of the nation’s oldest and most prestigious Catholic universities. SLU, which also has a campus in Madrid, Spain, is recognized for world-class academics, life-changing research, compassionate health care, and a strong commitment to faith and service.

All About You

Job Summary

Under general supervision, provides general administrative assistant support for the Department of Occupational Science and Occupational Therapy. This position is responsible for academic and event scheduling, maintaining calendars, coordination of program assessment, contribution to accreditation reports and submissions, management of departmental documents, serving as a liaison between the department and Dean’s office for office management, greeting visitors, contribution to social media, and preparing correspondence and memos.

Job Duties

• Provides administrative support for the day-to-day operations of assigned area(s): answers and returns program related calls and emails, coordinates and monitors maintenance services; serves as liaison between departments, faculty and staff, communicates and interprets policies and procedures, and solves issues of moderate complexity.

• Management of departmental documents specific to preparation, updating, and distribution of documents via the website, email, and social media.

• Serve as a liaison between the department and Dean’s office related to makting requests, purchases, equipment, and reimbursements.

• Coordinates and performs administrative services: makes arrangements for events and meetings (including department, program, and committee meetings); prepares meeting minutes; manages electronic and student related records.

• Coordinates and performs scheduling for academic/curricular events 

• Collaborates with College Office for Marketing, Communication, Recruiting, and Enrollment for departmental stories and communication.

• Gathers and maintains programmatic and faculty documents (including syllabi, professional licensure, CVs, etc) as it relates to program assessment and ACOTE accreditation.

• Contributes to departmental/programmatic social media accounts as requested.

• Provides necessary payment information to the College Business Office.  

• Manages ACOTE reports and submissions.

• Handles confidential issues or sensitive records on a somewhat regular basis using discretion and judgment.

• Provide technical support as able.

• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of admission and academic policies and procedures

• Interpersonal/human relations and customer service skills

• Verbal and written communication skills; organizational and analytical skills

• Ability to prepare reports accurately and in a timely manner

• Ability to maintain database information

• Ability to operate personal computer with various software programs, including publishing software/Microsoft suite

• Willingness to learn additional software

• Ability to meet deadlines and give attention to details and accuracy

• Ability to handle multiple tasks simultaneously

• Ability to maintain confidentiality

• Expert knowledge of existing and emerging social media platforms is preferred. (i.e. Instagram, TikTok, YouTube, Facebook, Twitter, LinkedIn, Snapchat)

Minimum Qualifications

High school education or equivalent; supplemented with three to five (3-5) years of related experience. Associate’s degree preferred.

Remote/In-person Expectations

This position will require the individual to work primarily in the office, with the flexibility to work remotely one day/week upon completion of initial onsite training and familiarizing with department work and operations in compliance with the requirements of the SLU Remote Staff Flexible Work Policy.

Function

Administrative Support/ Cross-functional Family

Scheduled Weekly Hours:

40

Saint Louis University is an equal opportunity/affirmative action employer. All qualified candidates will receive consideration for the position applied for without regard to race, color, religion, sex, age, national origin, disability, marital status, sexual orientation, military/veteran status, gender identity, or other non-merit factors. We welcome and encourage applications from minorities, women, protected veterans, and individuals with disabilities (including disabled veterans). If accommodations are needed for completi