St. Charles Borromeo Seminary
St. Charles Borromeo Seminary is seeking a full time Executive Administrative Assistant for their new location at 1400 Evans Road, Ambler, PA 19002
This is a benefit-eligible full-time position. We offer competitive rates and a comprehensive benefits package. Available July 2024.
Summary:
The Administrative Assistant's primary responsibility is to provide executive level administrative support to the Vice President of Academic Affairs (VPAA) and assist the Registrar with various tasks. The Candidate must organize all administrative activities that facilitate the office's uniformity while ensuring that, relevant records are up to date, office equipment is maintained and all administrative processes work effectively, and the office runs efficiently. The Administrative Assistant will also assist the Lucille Francesco Chair in Sacred Music and Krol Chair as needed.
Essential Responsibilities:
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Creating and maintaining paper and/or electronic files for the VPAA, including Faculty and Student files; in accordance with office protocol and Records Retention Policy.
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Performs general administrative/office duties including photocopying, email correspondence, scanning, faxing, mail distribution and filing.
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Prepare and modify documents including correspondence, memos, emails.
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Manage calendars/schedule, coordinating meetings and travel (if/when applicable).
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Monitor designated budgets and expenditures; review invoices, prepare check requests, reimbursements for supervisors' approval; forward all necessary documents to the Finance and Operations office for payment.
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Committee work: preparing minutes for the Theological and College Seminary and Board of Trustees Academic Affairs committees.
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Process Speaker Approval Commission request.
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Baccalaureate and Concursus: coordinate with VPAA, and various offices in preparing all material and organization for the annual Baccalaureate Mass and Concursus (graduation). Tasks include, but are not limited to Official Script, ushers, and ordering of academic attire.
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Concursus Awards-prepare solicitation and thank you letters to donors, track check receipt, prepare "Special Award" letters/award certificates, check request recipients in the Theological and College seminary.
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Prepare Agreements of Service for Faculty; submit the AOS to the Payroll Coordinator for processing. (fall/spring/summer semesters).
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Prepare grade sheets and exam schedule, calculate grades, distribute for Master of Arts and Master of Divinity Comprehensive exams.
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Prepare seminary class and final exam schedules, compile electives list.
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Populi Data Entry:
New students: Create student profiles in Populi and upload transcripts from high school and prior college into Populi, enter transfer credit based on evaluations prepared by the registrar, enroll students in courses based on spreadsheets prepared by the registrar and enter comprehensive exam grades.
Confirm that a syllabus is uploaded for every course each semester by faculty (obtain missing syllabi and upload into populi)
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Transcripts: Print transcripts each semester for the binders used at formation meetings. Email transcripts to formation directors at sending dioceses at the end of each semester. Process transcript requests received through the student clearinghouse.
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Faculty point of contact.
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Ad hoc project as assigned.
Qualifications: Knowledge, Skills/ & Abilities
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Proficiency in Microsoft Office Suite, Outlook calendar, Adobe, Student Record Database
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Excellent written, oral communication, administrative and organizational skills.
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Ability to exercise confidentiality, good judgment, and a keen attention to detail.
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Ability to work autonomously without extensive oversight or direction.
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Ability to multitask, prioritize tasks, demonstrate adaptability.
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Ability to work collaboratively, efficiently and cooperate harmoniously with others.
Education/Experience:
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BA degree or equivalent experience of five to seven years in similar role; preferably in academic environment, church related, non-profit institution.
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Experience in complex calendar management and travel arrangement.
Physical Requirements:
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While performing the duties of this job, the employee is occasionally required to stand, walk; sit; reach with hands and arms; talk and hear, climb stairs.
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Must be able to carry and lift items weighing up to 15 pounds.
Saint Charles Borromeo Seminary is the oldest Catholic institution of higher learning in the Archdiocese of Philadelphia. Our mission is to form priests to be shepherds after the heart of Jesus Christ, and permanent deacons, religious and lay men, and women for various forms of ministry, service, and discipleship. All employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church.
St. Charles Borromeo Seminary is an equal Opportunity Employer M/F/V/D