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Office Assistant - School of Risk Management
Staff/Clerical
St. John’s, established in 1870, has two New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.
Job Title: Office Assistant
Reports to: Director - Ellen Thrower Center for Apprenticeship and Career Services
Campus: Queens, Manhattan
Job Summary:
This position serves as communication point person providing administrative support to the Ellen Thrower Center for Apprenticeship and Career Services at the Greenberg School of Risk Management, as well as the Tobin College of Business Suite, on the Manhattan Campus. This very visible position requires interaction (in person, on the phone, and via email) with a wide range of University colleagues, employers, students, and alumni. The Office Assistant supports all administrative functions to achieve the strategic goals of the Thrower Center and specified duties assisting the Chairperson of the Greenberg School Academic Department.
Essential Functions:
- Provide administrative support for the Director and Assistant Director of the Thrower Center for all Center activities, projects, programs, reports and events.
- Serve as primary staff member in Reception for Greenberg School/Tobin College offices at the Manhattan Campus. Field inquiry calls and emails related to the Career Center, academic programs, and general matters. Field inquiries and provide phone support for TCB academic advisors and graduate admission function when needed.
- Provide oversight and technical support for the Center's database management system - tracking student, employer, and placement information for division. Conduct data entry of jobs, resume referrals, student placements and notification of resumes sent.
- Utilize Banner student information system for data retrieval, creation of Greenberg student reports, cross referencing database, etc. Update and maintain employer contact lists, internship and full-time placement data.
- Coordinate, schedule and participate in all functions of the Center including special events, career fairs, email campaigns, presentations, on campus interviewing sessions and career related events & workshops. Work closely with Conference Services offices on both the Manhattan and Queens campuses. Responsible for organization of calendar of events and logistics (room reservations, ordering food, registration, invitations, flyers, etc.)
- Provide information to employers and students regarding job opportunities, application processes, etc.
- Design/develop marketing and promotional material, flyers, presentations, calendar of events and resource materials.
- Work with Coordinator of Scholarship and Enrollment Programs to review scholarship letters in support of the execution of student offers.
- Supervise Graduate Assistant and any student employees in the execution of assigned tasks. Coordinate with Human Resources the hiring of student workers and Graduate Assistant contracts as called upon, working with Coordinator of Scholarship and Enrollment Programs. Prepare schedules and approve time sheets as necessary.
- Process, maintain and track expenses, purchase orders and check requisitions for services related to the Center; order and maintain supplies. Prepare travel and expense vouchers. Arrange transportation as necessary for staff, students or presenters.
- Participate in all aspects and functions of the School as requested - to include special events and projects as identified by the Director in the interest of objectives of the Greenberg School's strategic plans, and in support of fellow Division personnel.
- Assist in developing and executing outreach and communication in support of alumni relations.
- Perform other duties as assigned.
In support of Greenberg School Faculty Chairperson:
- Compile academic department records, including research for reports and website, course enrollments and teacher reviews.
- Assist with administrative details related to international student exchange programs.
- Assist with delivery of research conferences.
Competencies
Successful candidates must be self-motivated and self-directed, demonstrate strong written and verbal communication skills, evidence of strong interpersonal and listening skills, ability to work well with others at various levels and capable use of Microsoft Office suite, Outlook and Internet, student information systems and database programs. Knowledge of Banner student information systems is desired.
Role demands excellent organizational, planning and time management skills, along with strong customer service focus and ability to work in a culturally diverse environment. Flexibility and ability to manage multiple processes and projects are key.
Supervisory Responsibility
Oversight for Graduate Assistant and any student employees assigned to the Center.
Work Environment
This position operates in a professional office environment and supports meetings and presentations, primarily on campus in Manhattan. This position requires use of standard office equipment such as personal computers, printers, etc. This position utilizes telephone and web based meeting platforms regularly to engage with students and industry contacts.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use computer and its controls; and communicate.
Environmental Conditions
This role is typically conducted in classroom or office environments of the University.
Position Type/Expected Hours of Work
This position is full-time with expected hours typically to be conducted Monday through Friday, 9:30 a.m. to 5:30 p.m. The work modality designation for this position is fully on-campus.
Travel
Travel, aside from commutation, is rarely expected for this position.
Required Education and Experience:
• H.S. Diploma is required
• An expressed desire to work with college students
Preferred Education and Experience:
• 2-3 years related experience strongly preferred
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.
In compliance with NYC’s Pay Transparency Act, the hourly salary range for this position is $48,,700 - $54,200. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.
*Important Note- St. John’s is NOT an E-Verify Employer
St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events
Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.
St. John’s University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
This position is located at 101 Astor Place, New York, NY. View the Google Map in full screen.