Job Details

Administrative Assistant

Position Number: 6153449
Location: St Paul, MN
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Division: Academic Affairs
Department/Office: MA Occupational Therapy

Advertisement:
St. Catherine University and the Graduate Occupational Therapy Program team invite applications for a full-time Administrative Assistant for our department.

This position provides support services for the Graduate Occupational Therapy Program, faculty, staff, and students and will also be supporting MAOT and OTD programs as offered in the day, hybrid, or online formats. They will also be responsible for organizing and coordinating department activities to facilitate efficient operation and communication of the department and carry out activities as assigned

Responsibilities Include:
Assist Program Director, Curriculum and Assessment Director, Capstone Coordinator, Level I Fieldwork Coordinator, and Level II Fieldwork Coordinator with:

Course schedules and OT room assignments
Calendars and scheduling meetings
Credit card reconciliation
Data collection for accreditation and program assessment
Payment for guest speakers and PBL facilitators, and management of guest parking and CE certificates
Event management
Record minutes at program meetings
Process new grad/alumni licensure verifications letters/forms
Collect stories for OT Department Newsletter; assist in formatting/proofing newsletter; distribute newsletter electronically
Download/print transcripts for graduation clearance
Management of shared drives and other database storage sites
Proofreading, editing, and compiling program resources (i.e. current and graduated student database, handbooks/manuals, course packets, etc.)
Program evaluation survey development, distribution, and report generation related to curriculum, fieldwork, and/or capstone
Manage multiple student databases to ensure accuracy and compliance
Record keeping and file management of students and student status, both active and inactive

Assist faculty and students in all OT Grad Programs with:

Technology needs if necessary
Student issues (problem-solving, etc)
Repair requests (AV, elevator, maintenance, grounds)
Guest parking permit requests
Room reservations
Department signage; student photo composite
CE certificates and certificates of completion
Submit electronic printing orders on behalf of faculty
Format and print business cards for faculty
Ordering supplies for faculty, student, and program needs
Errands: copying materials, picking up mail or printed materials, bookstore purchases, tasks in Derham offices and library, etc., hospitality for meetings and guests

Receptionist duties:

Welcoming visitors to the department
Assisting visitors, students, and faculty with questions and problems, etc.
Phone work: (Handling inquiries, student questions and problems, taking messages, general problem solving, forwarding calls, etc.)
Respond to departmental emails
Distribute mail; process return mailings; receive deliveries
Maintain supplies, documents, office equipment. classrooms, and community spaces

Hourly Range: $17.00/hr - $19.00/hr

Employees at St. Kate's feel a deep connection to the University's Mission and Vision, and they live their values at work. Benefits available to full-time employees include:

Fourteen (14) paid holidays and paid "gift" days when the University is closed.
Free tuition for employees and reduced tuition for their families after one year of service
Health, dental, and vision insurance
403b retirement plan access
Accrued sick time
Paid parental leave after one year of service

Specific information on all of our available benefits for full-time employees can be found HERE.
The salary range listed reflects a good-faith estimate of what we reasonably anticipate to pay for this position, based on market data and internal equity, at the time of posting. Actual compensation will be determined based on qualifications, experience, skills, and other relevant factors. St. Catherine reserves the right to modify or adjust compensation depending on University needs.
St. Catherine University in St. Paul, Minnesota, is a comprehensive Catholic university and home to one of the nation's largest colleges for women, with associate and graduate programs for all genders. Founded by the Sisters of St. Joseph of Carondelet in 1905, the University integrates liberal arts and professional education within the Catholic traditions of intellectual inquiry and social teaching. Committed to excellence and opportunity, St. Catherine enrolls students in certificate, associate, baccalaureate, master's and doctoral programs in traditional day and evening/weekend/online formats.

Minimum Qualifications:

The incumbent must be able to respond respectfully and effectively to people of all cultures in a manner that affirms their worth and preserves the dignity of individuals, families, and communities.
High school diploma or GED
Minimum of one year experience in a similar position
Ability to organize, prioritize, carry out, and complete tasks (assigned and unassigned) by faculty, staff, and students
Proficiency with MS Office and Google Suite

Preferred Qualifications:

Ability to be flexible and to work on multiple projects at once
Ability to meet deadlines
Ability to work independently, efficiently, and neatly
Ability to communicate well in writing, on the phone, and in person with faculty, staff, students, and persons outside the University
Proficiency with spelling and proofreading using medical vocabulary as well as English
Ability to make appropriate judgments concerning work, student problems, requests, etc.
Ability to effectively and competently use technology (e.g. Microsoft Office, Internet applications, EXXAT, Qualtrix, Smartsheets. Redcap, etc.) and deliver successful producer within a specified time frame
Ability to manage multiple aspects of event planning with the direction of faculty and staff

We seek creative, adaptable staff who enjoy working in a university climate that promotes cultural diversity, multicultural understanding, and cultural fluency. Consistent with the university's commitment to women, diversity and social justice, preference will be given to candidates who manifest these themes in their experience and service.

Application instructions:

Posting Number: 20220704-STAFF
Posting Start Date: 04/17/2025
Application Deadline: 5/1/2025

To apply, visit https://stcatherine.peopleadmin.com/postings/9836

St. Catherine University is an equal opportunity employer. Our commitment to inclusion reflects the central value of the Sisters of St. Joseph of Carondelet to "love of neighbor without distinction" and provides a learning and working environment that is enriched by the diversity of all our members. Individuals of religious, racial, ethnic, gender identity, nation of origin, or disability groups that have traditionally had less representation in higher education are encouraged to apply. Should you need an interview accommodation please contact us at hr@stkate.edu or 651-690-6565.