Position title: Administrative assistant III
Reports to: Director of the Office of Graduate
This position provides administrative support to the Offices of Graduate Studies.
This position is the first point of contact, in person and by telephone, for current
and prospective students, university faculty and staff and the public and is
responsible for general clerical and office support duties for the Office of Graduate
Studies. Duties include the preparation and maintenance of student and applicant files,
database maintenance, data entry, processing of student inquiries, support for events
and workshops, support of recruitment efforts, and execution of the acceptance
process/procedures for potential candidates to all graduate programs. Also provides
front desk support to the Office of Extended Learning which shares office space.
Mission and strategic plan
This position supports Saint Martin’s University’s Strategic Plan and Mission
Statement. In a culture inspired by the interaction of faith, reason, and service, our
mission is to prepare a community of reflective practitioners who use their knowledge,
skills, and dispositions to transform the lives of those they serve. This position also
supports Saint Martin’s University third imperative to “Grow our Community” by
recruiting, engaging and guiding adult learners (military and civilian) to explore and
define their academic and career goals at Saint Martin’s University and emerge as
successful alumni that value the education they have received and are ready to share
their knowledge and experiences with the world. The new position also supports our
Fourth imperative: Evolve the Definition of University supporting Objectives 4.2, 4.3,
4.4 and 4.5 and the Fifth Imperative: Continually Investigate and Integrate Alternative
Methods of Teaching, Learning Objective 5.1.
Level of supervision and supervisory responsibility
General Supervision: The employee carries out recurring assignments without
specific instruction. The supervisor intercedes and provides direction for only
new or unusual problems which involve deviations from normal policies,
procedures and work methods. The employee’s work is reviewed upon completion and
only periodically to verify compliance with policies and procedures.
Responsibilities and essential functions
- Provide front desk reception. Provide information, in person, by telephone, email and
postal mail regarding application procedures, policies, forms, and requirements. Address
student concerns, problems and needs and/or forward to appropriate person.
- Provide clerical support for the office, including typing, data entry, filing, proof
reading, mailing, scanning, photocopying, converting documents, scheduling appointments,
purchasing, office supply maintenance and travel arrangements.
- Prepare, update, and distribute current forms and promotional material.
- Maintain up-to-date office manual and procedures guides that cover admissions processes,
event checklists and instructions, and office operational procedures.
- Maintain website, including updates, gathering and posting of current information in the
proper format and assisting with the curating and creation of engaging and relevant content.
- Sort, separate, arrange, file, and distribute incoming mail, products, and materials.
- Monitor and create reports on budget, admissions, and web analytics.
Graduate admission and recruitment support
- Maintains prospective student and applicant databases and creates and maintains physical
- Assists with recruitment events.
- Maintains student inquiry database and customer relationship management system (i.e.
Constant Contact) for managing student communication.
- Prepares and tracks files for routing to departments for admissions decisions.
- Maintains applicant information in PowerCAMPUS.
- Monitors Electronic lead sources. Actively follows up with applicants, encouraging them to
complete their application files and answering questions.
Graduate and extended learning student and faculty support.
- Assists with student orientation and welcome.
- Works with university offices (university health center, Office of the Registrar, student
accounts and financial aid, etc.) to solve student problems and to assist students with
- Assist with organizing event s such as receptions, graduation ceremonies, faculty
development and training and with annual Military Recognition Graduation Ceremony for
Extension graduates and Main Lacey Graduation.
- Performs other duties and special projects as needed.
- Maintains strict confidentiality of all office and departmental information. Stays
apprised of current policies, legal and ethical issues in advising, transfer and higher
education including the Family Educational Rights and Privacy Act (FERPA).
- Basic math skills and the ability to calculate GPAs.
- Excellent written, oral and interpersonal communication skills; attention to detail.
- Communicate orally with customers, clients, or public in a face-face, one-to-one or group
- Observe, compare, and monitor data to determine compliance with prescribed operating
- Produce written documents with clearly organized thoughts using proper sentence
construction, punctuation, and grammar.
- Excellent computer and technology skills and the ability to learn new software systems.
- Must be capable of multitasking and working in a stressful/deadline work environment.
- Willing to learn and assume new tasks as processes change due to technology and support
- Communicates professionally with the various offices at Saint Martin’s University.
- Establish and maintain effective working relationships with persons from diverse
educational, economic and cultural backgrounds as well as persons with disabilities.
- Able to understand programs, requirements, policies and procedures in order to clearly
explain information and provide the appropriate information to constituents.
- Must be supportive of a Catholic, Benedictine philosophy of education.
- Associates degree preferred.
- Two (2) years of experience in an office setting. Experience working in a university or
college setting preferred.
- Skilled proficiency with Microsoft Word, Excel, Access. PowerPoint, and html. Knowledge of
Adobe CS graphic design software and scripting skills preferred.
- Possession of a valid driver's license.
- Successfully pass a criminal background check.
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
- Ability to be mobile campus wide for appropriate business needs.
- Occasional travel to extension campuses and regional recruitments events using own
- 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
- May occasionally be asked to work overtime, including some nights and weekends.
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
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
Director of Human Resources/Title IX Coordinator
5000 Abbey Way SE, Lacey WA 98503
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.