Administrative Assistant Jobs

The Institute for Educational Initiatives is home to many education-focused units and centers, including our signature program, the Alliance for Catholic Education ( ACE ). The administrative assistant will support the work of the faculty and staff whose offices are located on the 1st floor of Carole Sandner Hall, with special attention to the work of the American Indian Catholic Schools Network ( AICSN ), the Education, Schooling, and Society ( ESS ) program, and the Institute’s Business Office. The administrative assistant manages the 1st floor reception desk and greets students and guests in a warm and welcoming manner.

The successful candidate loves keeping busy and working on a variety of tasks and projects, has experience with event planning, is highly organized with excellent attention to detail and is comfortable working with numbers and with technology, including learning new programs and platforms. They are comfortable working alone and with others, balancing periods of quiet solitude with periods of multiple interruptions during high traffic times.

Essential Duties Include

• Greet guests in a hospitable and welcoming manner, answering questions in a clear and concise manner, providing directions as required, and making inquiries in order to answer questions when necessary.
• Planning and executing all facets of events including but not limited to planning menus and ordering catering and florals/decorations; creating and sending invitations; tracking RSVPs; making name badges and escort cards; setting up the events including tech needs, food and beverage needs (chafers, food, drinks, ice, etc)
• Making travel arrangements including booking flights and hotel rooms for staff and participants
• Support basic administrative needs of the faculty and staff with offices on the first floor of Carole Sandner Hall with a special emphasis on the needs of the Education, Schooling, and Society ( ESS ) program and the American Indian Catholic Schools Network ( AICSN ).
• Reconciling the AICSN meeting card and coordinating participant reimbursements
• Other duties as assigned.
• Tracking Professional Growth Points ( PGP ) and/or Continuing Education Units ( CEU )
• Copying documents
• Ordering and distributing educational and operational supplies; and other event materials
• Proofreading text
• Distributing office supplies and maintaining snack and beverage inventories on the 1st floor
• Maintain, update, and create databases and listservs as needed;
• Submitting expense reports
• Supporting the Institute’s business office by approving expense reports; making weekly deposits; helping to onboard new employees to TravelND and other IEI -specific procedures; attends to monthly MarketPlace needs

Minimum Qualifications

High school diploma or GEN and 2+ years experience; ability to lift and carry 25 pounds;

Preferred Qualifications

Highly organized with good attention to detail, advanced computer skills including working knowledge of Zoom, Google, and Microsoft Office platforms.

Special Instructions to Applicants

Department Alliance for Catholic Education (28010)

Department Website https://ace.nd.edu/

Family / Sub-Family University Operations / Administrative Operations

Career Stream/Level NIC 2 Coordinator

FLSA Status S3 - FT Non-exempt Hourly