Employment opportunities

Position description

Position title: Administrative assistant III

Reports to: JBLM McChord Field Campus Manager

Position summary:

The Administrative Assistant III position at the JBLM McChord Field Campus is the first point of contact in person and by telephone, for current and prospective students, parents of students, university faculty and staff and the public. This staff member disseminates University academic information and is responsible for preparation and maintenance of student files, registration procedures, course add-drops, classroom scheduling, text-book research and ordering, Unit Course advising and scheduling, and aids with financial aid information.

Mission and strategic plan

The Administrative Assistant III position supports Saint Martin's University’s Third Imperative: “Grow our Community” by recruiting during education fairs and guiding adult learners in achieving educational goals. The position also supports the Fifth Imperative:” Continually Investigate and Integrate Alternative Methods of Teaching and Learning” by researching and managing McChord Field Unit Courses which increase military affiliated student enrollments. The Administrative Assistant III also supports the Sixth Imperative: “Achieve a High Standard of Excellence” by preparing and maintaining accurate Unit Course oversight and by ensuring that faculty has the most current academic materials (textbooks and supplements) ensuring a high standard of academic excellence.

Level of supervision and supervisory responsibility

Direct Supervision: The employee is given specific instruction regarding how assignments are to be completed and the sequence of work steps to be employed. Completed work projects are reviewed for accuracy, adequacy and adherence to instructions and established procedures.

Essential functions

Administrative support

  • Coordinates and schedule meetings with faculty and students as requested by the Associate Dean of Extended Learning Division Learning and/or Director of Extended Learning Division Learning Campuses, or McChord Field Campus Manager.
  • Informs students, McChord Field Education Center personnel, and faculty of office closures due to holidays, division or local training, staff meetings, or weather conditions by posting notices throughout the education center. Notifies students and appropriate instructors by e-mail, or telephone when classes are cancelled.
  • Prepares student textbook listings. Issues textbook vouchers for financial aid students by confirming financial aid status with the Campus Manager. Calculates remaining financial aid balances, receives/forwards refund authorization form to Student Services, and creates book lists and vouchers on the Missouri Book Service (MBS) webpage.
  • Prepares student demographic tracking sheets, individual class and attendance rosters for faculty and administrative use at registration completion. Sends them to the Director of Extended Learning Division Learning upon receipt.
  • Aids in processing Letters of Intent for Extended Learning Division Learning Campus faculty by printing reports of student enrollments and providing them to the McChord Field Campus Manager.
  • Maintains a complete inventory of textbook materiel. This includes preparation of faculty orders for books and material from the main campus bookstore and deans in coordination with publishing firms. Stocks, prices, and orders desk copies and supplemental material for faculty as required. Updates Extended Learning Division learning textbook information on the Extended Learning Division website.
  • Coordinates installation access for students and faculty by working with Joint Base Lewis McChord (JBLM) base officials and Visitor Centers.
  • Participates in education fairs throughout JBLM by distributing brochures, pamphlets, and schedules containing University undergraduate and graduate degree program information and academic requirements.
  • Assists in planning, coordinating with the campus manager and executing yearly student graduation commencement for JBLM-Main and McChord Field.

Customer support

  • Provides initial contact, in person and by telephone, with current and prospective students, parents of students, University faculty and staff, and the public. Answer questions and provide academic policy and procedural information regarding Extended Learning Division learning and main campus operations and programs. Route telephone calls to appropriate individuals for further handling.
  • Prepare forms and materials for distribution and mailing.to Extended Learning Division campuses, Lacey campus, and for the Associate Dean of Extended Learning Division Learning and Director of Extended Learning Division Learning.
  • Other duties as assigned. This position may require support for JBLM – Ft. Lewis as needed.

Competencies

  • Stays apprised of current policies, legal and ethical issues in advising, transfer and higher education including the Family Educational Rights and Privacy Act (FERPA).
  • Composes letters, memos, emails, spreadsheets, reports and other written documents with clearly organized thoughts using proper sentence construction, punctuation and grammar.
  • Takes great care to input data and prepare documents accurately reviewing all work before submission.
  • Inputs student admission, registration and other sensitive Privacy Act academic information into computer network systems such as Power CAMPUS in a timely manner.
  • Communicates professionally with various Saint Martin’s University offices.
  • Must be comfortable with multi-tasking, and demonstrate organizational skills while meeting deadlines.
  • Operates a variety of standard office equipment and computer software applications such as word processing, spreadsheet, learning management system, Self-Service, email, the internet requiring continuous or repetitive arm-hand movements.
  • Willing to learn and assume new tasks as processes change due to technology and support requirements.
  • The ability to effectively and clearly communicate university academic policies, procedures, and degree requirements.
  • Provide exceptional customer service when communicating orally with customers in a face-to-face, one-to-one setting and in a group setting (gives instructions, information and responds to questions).
  • Ability to keep pace with the high demands of the department and the position.
  • Ability to maintain confidentiality.
  • Establish and maintain effective working relationships with diverse individuals including prospective students, current students, staff, faculty, administrators, and the general public.
  • Must be supportive of a Catholic, Benedictine philosophy of education.

Minimum qualifications:

  • One (1) year office support/clerical experience.
  • Associates degree from an accredited college or university preferred.
  • Previous experience in an academic/administrative office environment dealing comfortably with complex financial aid University, Washington State, and federal regulations preferred.
  • Successfully pass a criminal background check.

Physical demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Moves objects (less than 20 pounds) long distances (more than 20 feet).
  • Ability to be mobile campus wide for appropriate business needs.
  • Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
  • Reading, writing, speaking, hearing, standing, bending, sitting.
  • Learning and comprehending.
  • Requires visual concentration on detail.
  • Manual dexterity and precision required for keyboarding.
  • Must be able to sit for long periods at a time at a computer.
  • May occasionally be required to deal with distraught people.
  • Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
  • Must be able to communicate effectively with people at all levels under stressful conditions.
  • Must maintain strict confidentiality relating to all issues in the department.

The principles of the Catholic Benedictine tradition, equal employment opportunity, and nondiscrimination are fundamental to the mission, goals, and objectives of Saint Martin’s University. The University does not discriminate in employment or in the delivery or administration of its educational programs, policies, scholarship and loan programs, athletic or other University programs on the basis of sex, sexual orientation, race, color, religion (except as a bona fide occupational qualification for certain select positions), marital status, national or ethnic origin, military or veteran status, age, or disability.

Students or employees with concerns or complaints about discrimination on the basis of sex in employment or an education program or activity, or any other inquiries related to the University's non-discrimination policy, may contact the following individual:

Cynthia Johnson
Director of Human Resources/Title IX Coordinator
5000 Abbey Way SE, Lacey WA 98503
360-491-4700
CJohnson@stmartin.edu

Consistent with the requirements of Title IX of the Education Amendments of 1972 and the regulations adopted under that law, the University has designated the above individual as the University's Title IX Officer, responsible for coordinating the University's Title IX compliance. Individuals may also contact the Office for Civil Rights, U.S. Department of Education, 915 2nd Avenue, Room 3310 Seattle, WA 98174-1099, Telephone: (206) 220-7900, TDD: (206) 220-7907.