Program Assistant

Provide confidential administrative support. Answer phone calls and direct calls to the appropriate party; handle routine inquiries. Draft routine correspondence, take and/or transcribe minutes, create spreadsheets, presentations, documents and files. Organize and maintain electronic and other files and records. Proofread documents for accuracy. Sort and distribute incoming mail and correspondence. Collect and prepare information for use in discussions and meetings, etc. Maintain all office equipment, including ordering equipment and supplies, scheduling repair and maintenance and troubleshooting of equipment. Resolve or appropriately refers questions, requests, complaints, and problems. Prepare invoices and ensure timely payment. Process budget adjustments and monitor budgets. Prepare and format reports, perform data entry and track data on a regular and as needed basis.

Handle complex schedules and calendars for one or more department members; communicate information regarding cancellations or changes. Coordinate events, meetings and conferences; manage program registrations and communications; coordinate room reservations, refreshments, set-up, equipment, and provide logistical support. Make appointments and travel arrangements when necessary.

Responsible to perform routine and ad hoc project work and program specific activities, meeting deadlines as assigned. Provide progress reports and alert supervisor to barriers and significant problems. Maintain office website. May supervise student employees. Assists with special projects, as assigned.

Associate's or vocational/technical school degree.

3-5 years of work related experience required to effectively perform the position's responsibilities.

Knowledge of office practices, procedures, systems, and equipment. Ability to answer multiple phone lines while maintaining poise and providing first-rate customer service. Proficiency in Microsoft Office products (i.e Word, Excel, PowerPoint, Outlook, etc.) and data systems. Excellent written and oral communication skills, efficient work habits, strong organizational skills, and strong attention to detail. Strong multi-tasking and follow-up skills with ability to manage and meet multiple deadlines. Ability to produce accurate work and prioritize effectively. Ability to prepare and maintain budgets and generate Excel and other reports. Ability to maintain confidentiality and use discretion. Demonstrated experience organizing, planning, and coordinating events. Ability to support the University's goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.

Preferred Qualifications: Bachelors Degree

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