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Administrative Assistant - Grace Scholars Program
Milwaukee, WI / Wauwatosa, WI
Job Description
Mount Mary University is seeking an individual to contribute to the realization of our mission through the role of full-time Administrative Assistant for the Grace Scholars Program.
RESPONSIBILITIES:
KNOWLEDGE, ABILITIES, AND QUALIFICATIONS:
Mount Mary University practices equal opportunity employment as part of our ongoing commitment to diversity in our workplace. For confidential consideration please send cover letter, resume, and names of three professional references to the address above.
RESPONSIBILITIES:
- Act as receptionist for the Grace Scholars Program (GSP). Greet students, visitors, answer phone calls, provide information and take/relay messages. Handle inquiries about the Grace Scholars Program.
- Coordinate communications between GSP staff (Director and Advisor) and other Mount Mary departments and programs. As necessary, schedule appointments for the director and advisor, set up student cohort meetings, which includes making room and media reservations, when necessary.
- Assist Director and Advisor in the preparation of and implementation of the Grace course (SYM 130) sessions, including reserving and setting up classrooms, ordering lunch through Food Service, preparing handouts and other materials for the class.
- Supervise Grace Scholars Federal Work Study (FWS) student.
- Operate word processing equipment to type/generate the following: letters, memos, reports, spreadsheets, forms, labels, and other materials for Grace Scholars Director, Advisor, and, on occasion (during spring interviewing) prepare materials for the Admissions Office’s Assistant Director of Multicultural Recruitment.
- Organize and maintain Program records and files.
- Collect and screen incoming mail, including GSP bills. Make sure internal and external bills are paid in a timely manner.
- Maintain an adequate inventory of office supplies. Order and/or purchase and/or pick up additional or replacement supplies as needed or directed.
- Provide computer assistance to Grace Scholars Program students and staff.
- Maintain Grace Scholar Program databases in collaboration with various campus offices such as Institutional Research, Financial Aid, and Admissions.
- Employ social media (email, My Mount Mary Campus Group page, Grace Scholars Facebook page) to maintain communication with Grace Scholars.
- Assist in interviewing new student candidates for the Grace Scholars Program.
- Attend campus open house/information sessions about the Grace Scholars Program.
- Assist director in the planning and implementation of the Summer Bridge Program.
- Represent Grace Scholars Program at campus meetings as required.
KNOWLEDGE, ABILITIES, AND QUALIFICATIONS:
- Familiarity with the Midtown-Grace Scholars Program is a plus. Priority will be given to recent graduates of the Program.
- Experience working with low-income and/or urban youth and/or their families in Milwaukee
- Ability to assess situations, prioritize work, and take initiative
- Ability to multi-task
- Ability to follow-through with tasks and work independently
- Cooperative, friendly, and professional manner
- Excellent organizational skills
- Ability to maintain confidentiality
- Bilingual (especially Spanish-English or Hmong-English) is highly desirable
- Working knowledge of office machines (printer, fax, copier, LCD projector, overhead, VHS/DVD player, digital camera, sound system)
- Computer Skills in Microsoft Word, Excel and PowerPoint 2010. Familiarity with Jenzabar or other data systems is a plus.
- Ability to drive and possession of own vehicle is a plus.
Mount Mary University practices equal opportunity employment as part of our ongoing commitment to diversity in our workplace. For confidential consideration please send cover letter, resume, and names of three professional references to the address above.
Job Summary
Company
Start Date
9/7/2015
Employment Term and Type
Regular, Full Time
Hours per Week
40
Work Hours (i.e. shift)
8am-430pm
Required Education
Some College
Required Experience
1 to 3 years
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