The Operations Assistant provides high-level administrative support for Catholic Intellectual Tradition (CIT); Center for Law & the Human Person (CLHP); Center for Religious Liberty (CRL) and affiliated faculty and staff. The position therefore has two principal components to it: (1) administrative support for CIT, CLHP, and CRL activities, under the day-to-day supervision of the Centers & Institutes Operations Director but subject to further supervision by affiliated faculty, and (2) administrative support for CIT, CLHP, and CRL affiliated faculty, both in terms of their work for their respective centers and in terms of their non-center-related work as faculty.
Serve as the primary greeter for Centers and Institutes suite, answering the main phone line, retrieving mail, and providing other general administrative support for faculty directors and Operations Director. Process reimbursements, honoraria, and other paperwork in financial system. Coordinate with faculty, speakers, and other guests as necessary. Manage, direct, and respond to mail, e-mail, and other inquiries as deemed appropriate. Compose routine letters and correspondence. Draft invitations, newsletters, memoranda, and other written work product. Schedule appointments, meetings, and other activities, such as conferences, workshops, and annual meetings for faculty. Monitor conflicts and provide resolution by notifying parties involved and rescheduling as appropriate. Assist faculty and Operations Director in implementing events and other activities as deemed appropriate. This includes several activities in the evening each month. Manage vendors and respond to vendor suggestions in maintaining center websites, uploading video and audio content, and other media-related activities. In collaboration with faculty and the Operations Director, prepare conference materials. Assist in preparation of faculty activity reports and promotion/tenure documents. Create and update comprehensive databases and spreadsheets, such as grade sheets, class rosters, personal contacts, and organization/agency profiles.
Bachelor’s Degree preferred, related experience considered in lieu of degree. 2-3 years of professional experience preferred, ideally in an academic or law firm environment or equivalent experience. Highly effective in all Microsoft Office software applications (Word, Excel, Access, Outlook, PowerPoint) plus willingness to learn additional applications.
Must be able to provide highest quality service to faculty and staff members.
Must handle multiple tasks and react to multiple questions/problems in highly service-oriented way.
Must be sensitive to student stress and academic demands.
Strong interpersonal skills.
Ability to maintain confidentiality (highly sensitive student information including grades)
Ability to maintain record systems (database and spreadsheet) at the highest degree of accuracy and timeliness.
Facility with spreadsheet and database systems to provide routine reports and develop responses for new or unique questions with rapid turnaround.
Must be detail oriented and display initiative to constantly improve systems and procedures.