The Catholic University of America

Provide high quality administrative support for the office, its faculty, staff, and contacts. Perform services to support an active, student-oriented campus environment. Handles social media and communications.

The projected salary range for this position, which represents the full range of anticipated compensation, is: $30.22 - $31.76 per hour.

• Perform all required administrative duties. Manage, direct, and respond to incoming office communications as appropriate, including email, faxes, telephone calls, and in-person walk-ins. Forward department-related queries and messages to appropriate faculty and staff; redirect other queries and messages as necessary. Purchase office supplies as needed and maintain office equipment.
• Assist with course scheduling and student enrollment, catalog maintenance, and preparation of class materials. Assist incoming students with registration and enrollment every semester.
• Collects, compiles, and analyzes moderately complex data and information needed to prepare presentations and reports, and responds to inquiries.
• Maintain, research and compile data required to prepare organizational budgets. Monitors expenditures and encumbrances against organizational budget and resolves discrepancies. Runs monthly budget reports in preparation for monthly budget meeting with the Chair. Diligently manages Purchase cards following all rules and regulations. Works with unit faculty on research and professional development fund purchases and reimbursements. 
• Serves as the primary contact for the departments’ Directors of Graduate and Undergraduate Studies and assists them with reports and data as needed.
• Assists, preps, organizes, and submits all Contracts.
• Assists with planning and organizing of parties, receptions, lectures and open houses. Organizes, accommodates, and advertises all seminars, lectures, workshops, and conferences. Handles travel arrangements and hotel reservations for invited speakers.
• Maintains departmental websites and social media sites. Maintains email lists for students, staff, and faculty. Writes and circulates announcements and information on the lists. Coordinates with Marketing and Communications on departmental news. Works with Alumni Relations and Communications on departmental newsletter.
• Assists in the recruitment of undergraduate majors and minors and graduate students. Works closely with the Office of Admissions to track and communicate with prospective majors. Prepares promotional materials and coordinates with Admissions on campus visits. Arranges meetings for graduate and undergraduate applicants to both units with faculty and current students.
• Update student advisors in Cardinal Station, print tracking sheets, review student records for graduation and honors eligibility, and assist with other administrative tasks for student advising (undergraduate and graduate).
• Submits facilities/ IT/ and room requests for department reps as needed. Facilitates department moves as necessary. Manages departmental spaces.
• Recruits and supervises student employees, including establishing schedule to ensure office coverage, assigning and tracking tasks, supervising work quality, and submitting records of hours worked to Payroll.
• Maintains student records, alumni/ae lists, and all administrative printed and electronic data.
• Attends mandatory school-wide monthly staff meetings and required yearly trainings
• Organizes the calendars for the chair(s) of the departments being supported. Organizes a weekly check-in meeting with the chair(s) and sets the agenda for this meeting.
• Compiles student evaluations for faculty actions (reappointments, tenure, promotion).
• Takes minutes at department meetings. Assists chair with the creation of the agenda and circulation of the minutes, agenda, and documents to the faculty.
• Coordinates placement exams and comprehensive exams.
• Assists other departments who are without academic support as needed, including during vacancies or vacations.

• Bachelor’s degree or 2 years administrative experience.
• Proficient in MS Word, Powerpoint, Word, Excel, People Soft., and the Google suite.
• Proficient in multi-line telephones, fax and copier machines, and computers. Proficient in service-oriented and excellent communication skills, both written and oral.