Employment opportunities

Position description

Position title: Administrative assistant

Reports to: Dean of the College of Education and Professional Psychology

Position summary:


This position provides administrative support to the dean of the College of Education and Professional Psychology. The administrative assistant is the Saint Martin’s University 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, and acceptance process/procedures for potential candidates to all teacher education, school administration, and school counseling programs.

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

Level of supervision and supervisory responsibility

General direction: The employee carries out work assignments in accordance with the policies and objectives established by the supervisor. The employee plans and organizes the work, determines the work methods which will be employed and assists in determining priorities and deadlines. Completed work is reviewed in terms of the employee’s effectiveness in producing the expected results.

Responsibilities and essential functions

Office management

  • Provide front desk reception. Assist persons requiring information, in person, by telephone, email and postal mail regarding application procedures, policies, forms, requirements.
  • Provide clerical support for the office, including typing, filing, proof reading, photo copying, scheduling appointments and travel arrangements.
  • Prepare evaluation packets, collect syllabi, schedules, and supplied contact information for students to set up their own advising appointments.
  • Assist adjuncts with classroom needs.
  • Address student concerns, problems and needs and/or forward to appropriate person.
  • Prepare and distribute current forms to students, faculty, adjuncts, University personnel.
  • Act as liaison between faculty, staff, and students.
  • Sort, separate, arrange, file, and distribute incoming mail, products, and materials.

Program admissions/student file maintenance

  • Prepare and update application packets for education programs: undergraduate, teacher certification, ESA, professional certificate, added endorsement, Masters in Education, Masters in Teaching, STAR, school guidance and counseling, and school administration.
  • Maintain correspondence files; process applications and receive and forward fees as appropriate.
  • Supplied contact information for students to set up their own appointments with program directors/faculty/staff.
  • Compile, coordinate and maintain all files for all campuses from application through program completion -Lacey, JBLM, Centralia, Clover Park, Alternate Route (STAR).
  • Maintain archive room and all archived files.

Assessment and accreditation

  • Use PowerCampus and reports manager to prepare information for assessment and accreditation reports.
  • Prepare paperwork, correspondence, and coordinate scheduling for College site visits - Professional Educator Standards Board (PESB), Teacher Education Accreditation Council (TEAC), and Northwest Commission on Colleges and Universities (NWCCU.
  • Assist in the development/completion of multiple reports including clerical parts of accreditation e.g. photocopying reports, labeling materials, sorting documents, finding folders, organizing materials. Reports include, but not limited to:
      • Annual assessment reports: residency teacher; MED.
      • WEST-B and WEST-E initial, matching, summary, follow-up reports.
      • TEAC, PEAB, TITLE II institutional, TITLE II state, and PEDS annual reports.
      • TEAC and PESB accreditation/program approval site visit self-study reports.

    Competencies

    • General understanding of Washington Administrative Code relating to education program approval.
    • General understanding of assessment and accreditation requirements for program approval.
    • 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 setting.
    • Observe, compare, and monitor data to determine compliance with prescribed operating standards.
    • Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
    • Word processing, spreadsheet and database proficiency for correspondence, data collection and report generation.
    • Maintain strict confidentiality of all office and departmental information.
    • Adapt to changing policy/process as determined by College, state, or national requirements.
    • Must be capable of multitasking and working in a stressful/deadline work environment.
    • Establish and maintain effective working relationships with persons from diverse educational, economic and cultural backgrounds as well as persons with disabilities.
    • Must be supportive of a Catholic, Benedictine philosophy of education.

    Minimum qualifications:

    • Associate’s degree with three years of increasingly responsible secretarial experience; Bachelor’s degree preferred.
    • Intermediate proficiency with automated spreadsheets and databases.
    • 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.

    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.