Administrative Assistant - Rochester - ref. d51378819

Part-time (28 hrs/week)

Reports to the President

This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.

Bernard's through professionalism, excellence, and good character, thereby contributing to the positive culture of the School.

1. Maintain the President's and the Vice President's calendars, keeping current with various appointments and meetings, reserving conference rooms and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
2. Assist the President with administration of the School, including but not limited to: preparing and proofing correspondence, development activities and duties, special project work as assigned, and helping to ensure that the School's administrative deadlines and requirements are met.
3. Assist the Vice President/Academic Dean with administration of the School, including but not limited to: preparing and proofing correspondence, organizing and maintaining student files (physical and digital), supporting library services and library access, and helping to ensure that the School's administrative deadlines and requirements are met.
4. Assist the Directors (Director of Admissions and Student Services, Director of Marketing and Communications, and Director of Finance), including but not limited to: organizing and maintaining files, supporting correspondence and scheduling needs, special project work as assigned, and helping to ensure that the School's administrative deadlines and requirements are met.

1. Manage the day-to-day activities of the office, including but not limited to: general reception duties, answering phone calls and managing voicemails, collecting and distributing mail, photocopying, assisting students and other visitors, organizing materials in common areas, and ensuring that common areas are kept neat and orderly.
2. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.
3. Assist with events (lectures, colloquia, social events, conferences, retreats), including corresponding with participants, arranging travel, reserving accommodations, arranging for reimbursements, collecting and submitting information for reimbursements to speakers, arranging for technical support, and coordinating printing jobs.
4. Maintain confidentiality in all matters, including but not limited to organizational plans, student conduct records and related matters, salary and benefits, and personnel matters.
5. Arrange for office equipment maintenance.
6. Perform other duties as assigned by the President.

1. Excellent interpersonal, problem-solving, and organizational skills
2. Flexibility, enthusiasm, and the ability to work with a broad range of constituents
3. Must be a self-starter with the ability to prioritize work effectively, handle multiple projects at any given time, and work well independently
4. Supportive nature and ability to stay upbeat in difficult situations.
5. Ability to develop positive relationships with students, parents, teachers, and the community.
6. Ability to work in a fast-paced environment while juggling and prioritizing multiple, competing tasks and demands, and to ask questions and seek guidance as appropriate.
7. Possess a can-do attitude and a willingness to take on whatever needs to be done that may be outside of the job description.
8. Motivated to achieve goals and meet deadlines.
9. Skilled in managing complex calendars and deadlines
10. Exceptional time-management skills.
11. Ability to anticipate needs, have a sense of urgency, be proactive, and conscientious.
12. Ability to handle sensitive and/or confidential material and information with discretion and good judgment.
13. An understanding of and cooperation in the mission of the Roman Catholic Church and of St. Bernard's School of Theology and Ministry
14. Knowledge and awareness of the operation of a post-secondary institution (work experience in a post-secondary institution preferred)

St. Bernard's School of Theology and Ministry assumes a Ministerial Exception.

Review of applications will begin immediately; all application materials are due on or before October 4, 2024. Please send a cover letter, resume, and three references (names, affiliations, and contact information) to:

[SEE ORIGINAL LISTING]