Position title: Administrative assistant
Reports to: Dean of the College of Education and
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
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
- 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
- Prepare and distribute current forms to students, faculty, adjuncts,
- Act as liaison between faculty, staff, and students.
- Sort, separate, arrange, file, and distribute incoming mail, products, and
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
- 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
- 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
- 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
- TEAC and PESB accreditation/program approval site visit self-study
- General understanding of Washington Administrative Code relating to
education program approval.
- General understanding of assessment and accreditation requirements for
- Excellent written, oral and interpersonal communication skills; attention to
- 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
- 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
- Must be capable of multitasking and working in a stressful/deadline work
- Establish and maintain effective working relationships with persons from
diverse educational, economic and cultural backgrounds as well as persons with
- Must be supportive of a Catholic, Benedictine philosophy of education.
- 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.
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.
- 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
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.