Administrative Assistant 2 - Seminary (FT)
Full Time
Emmitsburg, MD 21727
$16.50 an hour
Posted
Job description
The Administrative Assistant to the Seminary Administration/Faculty provides support as requested to the faculty. The primary duties include compiling and distributing the Daily Bulletin, recording the minutes of faculty meetings, facilitating communication with the library, bookstore, and media center, assisting the Academic Dean with special projects, performing administrative needs for the Pastoral Field Education department, assisting the Dean of Men with administrative support, overseeing the sorting and distribution of mail and packages, and maintaining the reservation schedule for classrooms, chapel, and recreation areas. The Administrative Assistant to the Seminary Administration/Faculty performs such additional duties as assigned by the Academic Dean and the Rector.
Essential Duties and Responsibilities:
Faculty
- Provides administrative support to members of faculty who request it (to include photocopying and computer assistance).
- Prepares Faculty Meeting Agenda pages for the academic year, including Calendar of Upcoming Events for each month’s meeting. Provides photocopies of any attachments or handouts needed.
- Records and transcribes Minutes of Faculty meetings.
- Obtains list of Faculty Honors from teaching faculty; compiles information, organizes, types and distributes the Faculty Register of Activities.
- Facilitates communication with Bookstore for course textbook orders.
- Arranges with ITSC for reservation and maintenance of media equipment.
- Requisitions office supplies for faculty; ensures that sufficient copy paper and toner are available for the printer; maintains office equipment.
- Orders Desk and/or Examination copies of books when requested.
- Proctors exams for faculty occasionally.
- Input work requests to the FMX system when requested.
- Assist faculty in uploading reimbursement receipts into Workday.
- Prepares and photocopies Faculty Promotion Packets, ensuring all necessary (internal/ external) documents are received and included.
- Other duties as requested.
Administrator of Pastoral Formation
- Performs all necessary administrative logistical needs for Pastoral Field Education Department which supports numerous sites to include parishes, schools, hospitals/nursing homes, etc. located in surrounding states.
- Prepares all materials (documents, supervisor welcome folders, meal vouchers, name tags, et al.) for PFE Supervisors’ Meeting in fall semester. Maintains/updates list of PFE sites and supervisor information.
- Attends Supervisors’ Meeting to greet attendants and distribute their individual welcome folders; answers any supervisors’ questions.
- Receives and enters into seminarian e-binders the Summer and Pastoral Year evaluations, Learning Agreements, Deacon Preaching evaluations, Supervisor evaluations, student PFE Reflections, PFE Site evaluations, and Preference Forms for next academic year.
- Updates the PFE Supervisor Manual, as well as the Pastoral Formation section of the Seminarian Handbook when Administrator makes appropriate changes.
- Schedules the PFE Small Group Discussions for the seminarians in the fall semester.
- Coordinate the reimbursement of mileage from the University for those seminarians in need
- Other duties as requested.
Academic Dean
- Assists the Academic Dean and Registrar with various special projects.
- Prepares Academic Committee Meeting Agenda pages for the academic year; provides photocopies of any attachments or handouts needed.
- Records and transcribes Minutes of Academic Committee meetings.
- Prepares materials for the Writing Exercise for new students during Orientation Week.
- Maintains folders for Mass Practicum Grading Rubrics (4T) and Intellectual Formation Assessment Summaries.
- Prepares and mails letters to Bishops and Vocation Directors informing them of their seminarians who are academic award recipients.
- Other duties as requested.
Dean of Men
- Compiles, organizes, types, and distributes electronically and manually the Seminarian Handbook to all administration, faculty, staff and students.
- Produces the in-house Seminary Phone Directory each semester, gathering info from the Master List.
- Compiles, types, and posts the Weekly Bulletin and miscellaneous notices.
- Provides other administrative support as needed.
Director of Spiritual Formation
- Proofreads and formats a draft of the Ordo (received from house Spiritual Director) each semester; prints, cuts and staples the Ordo booklets for distribution to priests and seminarians.
- Provides photocopies of spiritual articles, pamphlets, prayers, etc. for house use.
Mountaineer Priests Association
- Manages and administers all aspects of the Mountaineer Priests’ Association.
- Provides updated addresses (when received) directly to the Office of Seminary Development and Alumni Relations.
- Coordinates with same office in receiving and recording all names of deceased alumni for inclusion in the annual MPA letter.
- Prepares and sends a mailing to MPA members each Fall.
- Prepares and distributes (or mails) special MPA letter to members of outgoing 4th Theology class.
Post Office
- Oversees student postal workers.
- Handles sorting and distribution of mail/packages to students/faculty in the absence of student postmasters during academic year.
- Manages all aspects of Post Office during summer months, including mail forwarding.
- Prepares student and faculty mailboxes for new academic year
- Maintains database file of student mailbox assignments and combinations and maintains file of updated labels for mail forwarding.
- Notifies the Physical Plant Department to repair damaged or malfunctioning mailboxes.
- Creates and updates the Seminary Summer Directory of student/faculty addresses for forwarding purposes.
Skills, Knowledge and/or Abilities:
- To have good leadership skills marked by humility and competency.
- To be loyal to all the Church’s teaching and exhibit a love for the priesthood.
- To exhibit a high degree of integrity and dependability, a strong work ethic, and the ability to collaborate with others and maintain appropriate confidentiality.
- To have the ability to work independently, perform multi-tasks and demonstrate competence in all areas of responsibility.
- To be able to work with all members of the Seminary and University community in a professional and charitable manner.
- To possess computer software skills, particularly Microsoft Office 365 (including Word, Excel, Outlook, Publisher, etc.); the campus network, Jenzabar (J-1), Teams Telephone System, Event Pro, FMX, and general office equipment.
- Must be familiar with and adhere to all the Safety Rules and Regulations of the University’s Safety Policy which apply to the work environment.
- Proficiency in English language, grammar, syntax, punctuation and proofreading, filing and organizational skills.
Hourly Pay Rate: $16.50/hour
This is a full-time position with full benefits and annual, holiday and sick leave. The university offers a generous benefits package, including tuition remission for graduate and undergraduate classes at Mount St. Mary’s University, retirement program with a match as well as a generous paid time off schedule.
Other Tasks
- Ensures that the Homiletics Practicum Assessment forms are updated and available for students in Homiletics class.
- Schedules the use of Seminary classrooms, chapel, and recreation areas in Event Pro (classes, special events and groups, and outside vendors) and posts the reservation schedules outside the rooms.
- Creates, maintains, and distributes schedule and materials for the Penance Practicum each year.
- Maintains and distributes Camp David/Fort Detrick schedule of seminary priest weekend participants.
- Prints overnight Absence Request forms for students as needed.
- Prints and photocopies the Tuesday Latin Mass flyers and Sunday Vespers leaflets.
- Provides chalkboard and whiteboard writing materials/erasers/board cloths for all classrooms; ensures furniture and clocks are in good condition.
- Oversees student in this house job.
- Secures a seminarian volunteer to coordinate meals over breaks.
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