Administrative Assistant

Position Overview

Be The Difference Begins with Great People.

Are you looking for a new opportunity where you can make the difference in the lives of students and faculty? We’re always looking for highly talented individuals to join our team people who think big, care deeply, and believe in being the difference in their work and community.

We prioritize student success, access to education, and service in our work to educate well-rounded servant leaders who transform their fields, our society and the world.

Our Catholic, Jesuit approach emphasizes student engagement with the world around them and formation of the heart and mind.

We believe in our mission : The search for truth, the discovery and sharing of knowledge, the fostering of personal and professional excellence, the promotion of a life of faith, and the development of leadership expressed in service to others.

These core values guide our relationships with our students, each other, and our community.

Marquette University offers a rich and competitive Total Rewards package including medical, dental, vision, 403(b) with up to 8% company match, 5 weeks of time off, and tuition benefits for employees, spouses, and dependents with no payback requirement! For more information, please view the 2024 Total Rewards Guide .

The Administrative Assistant performs all administrative and customer service operations of the Department of Biological Sciences’ general office.

Acts as assistant to the chairperson and provides administrative support to faculty and staff. Responsible for maintaining records regarding undergraduate and graduate programs and department finances.

First point of contact for faculty, students, visitors (including sales and service people) both in-person and phone reception.

This is your next opportunity to join an organization that invests in their employees’ career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion.

Duties and Responsibilities 1. Office responsibilities include but are not limited to : a. Order and maintain office equipment and supplies, maintain department files, support faculty, act as point of contact for visitors and students, maintain schedule for conference rooms and library use, take minutes at faculty meetings, maintain internal systems for building access, and maintain the department SharePoint site.

b. Create, maintain, and distribute promotional materials as needed for the department including graduate, and undergraduate majors, summer research program, internship program, informational fliers, etc.

2. Assist with the Undergraduate Committee and Program including but not limited to maintaining records for department majors, complete schedule builder, assist with undergraduate bulletin entry, serve as department CheckMarq monitor, coordinate of the annual award competition for majors, coordinate visits with potential students, maintain email lists, acts as liaison with Registrar’s Office, and coordinate annual survey

3. Financial responsibilities include but are not limited to tracking recruiting and travel expenses, p-card purchases, utilize internal purchasing system to complete purchase orders and reconcile transactions, process paperwork, and payments for speakers, and track grant and department budget expenses for the Summer Research Program.

4. Support the Graduate Student program responsibilities by : a. Supporting Director of Graduate Studies by providing resources regarding deadlines, curriculum requirements, bulletin rules, etc.

b. Under the direction of Director, draft and / or maintain graduate student records, advising materials, financial aid awards, performance evaluations and assessment, program handbook, and fellowship / award applications.

Serve as contact for the department with the College, ORSP, and Graduate School regarding graduate student records and pay.

c. Under the direction of the Director, track student programs and ensure students are aware of and complete program / curriculum requirements.

d. Manage graduate student events including set up, scheduling and catering as needed for new student orientation, student seminars, recognition / awards events, etc.

5. Act as Student Employment Coordinator by adding job postings, processing new hires and terminations of student personnel in appropriate systems, recruit for and hire student employees and graduate students, review and approve student timesheets, and coordinate student stipend payments.

6. Seminar program responsibilities include coordinating calendars, announcing dates, coordinate speaker logistics and mailings related to the program, and coordinate food / catering for speakers and events as needed.

7. Assist with the Summer Research Program to include maintaining database for program, prepare correspondence, and coordinate event functions.

Required Knowledge, Skills and Abilities High school diploma

A minimum of three years of experience in an administrative support role

Intermediate skills in MS Excel to enter and manipulate data, create pivot tables, and create formulas

Intermediate skills with MS Word including mail merges

Demonstrated ability to learn and utilize new software quickly

Ability to manage time effectively and manage a wide range of responsibilities

Strong attention to detail

Ability to work effectively with a wide range of individuals

Strong organizational skills Preferred Knowledge, Skills and Abilities Bachelor’s degree

Previous work experience in an academic setting

Previous work experience with higher education-based systems

Previous experience with Qualtrics, DocuSign, SharePoint, and web content management systems Department Biological Sciences