Administrative Assistant

Viterbo University is looking to hire a full-time, 12-month Administrative Assistant for the College of Engineering, Letters, and Sciences. In this role, the Administrative Assistant will work closely with the Dean of CELS, the Director of Counselor Education Programs, and the Counselor Education Practicum and Internship Coordinator to manage daily operations, schedules, and priorities. The ideal candidate will play a key role in coordinating meetings, preparing materials, assisting with budget management, supporting accreditation processes, and supervising student workers. If you thrive in a dynamic academic environment and are passionate about supporting higher education, we encourage you to apply.

Responsibilities:

• Supports the day-to-day administration of systems and programs within the College of Engineering, Letters, and Sciences (CELS) and Counselor Education Programs in consultation with the Dean of CELS.
• Provides administrative support to the Director of Counselor Education programs and the Counselor Education Practicum and Internship Coordinator.
• Maintain schedules and manage meetings, projects, and priorities for CELS in consultation with the Dean of CELS.
• Prepare, gather, and distribute necessary materials (e.g., agendas, spreadsheets, databases, reports, meeting invitations, etc.) for schools within the college.
• Attend, take notes, and record minutes at college, school, and department meetings as requested.
• Schedule meetings and travel for the Dean and faculty (as time allows), including prioritizing meetings and communicating all relevant details to participants.
• Organize School of Humanities and School of Human Behavior budgets and spending within CELS. Assist in other related budgets as needed. This includes preparing purchase orders, check requests, verifying invoices, ordering office supplies.
• Support accreditation processes and grant applications as assigned. This may include training support staff as part of these initiatives.
• Supervise student workers as needed.
• Other duties and responsibilities as assigned.

Qualifications:

• Associates Degree required.
• 4 years of experience in administrative/executive support.
• Proficiency in communication platforms to include Zoom, Skype and Microsoft teams.
• Ability to multitask and prioritize work with demanding time-frames; Excellent oral communication skills, including tact and diplomacy.
• Exceptional written communication skills to address complex issues and present succinct, nuanced analyses.
• Outstanding interpersonal skills and the ability to work collegially and collaboratively with staff across the university, to work effectively with faculty, students, and external constituents.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• The sensitivity and ability to incorporate inclusive practices throughout one's work and to work effectively with students, faculty, staff and others from diverse cultures, and social identities.
• Excellent attendance and punctuality, collegial and diplomatic behavior at work, and work performance to the satisfaction of management are essential functions of the position.

About the University: Viterbo University is a Catholic, Franciscan, liberal arts institution. Viterbo is located in scenic La Crosse, Wisconsin, which has been rated as one of the top places to live in the US. The region features an attractive cost of living, beautiful bluffs and coulees, three major rivers including the Mississippi River, world-class health care and education systems, and easy access to major cities in Wisconsin, Minnesota and Illinois.

Viterbo University provides equal employment opportunities to all employees and applicants for employment, encourages nominations and candidacy of historically underrepresented groups, and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Viterbo University is an equal opportunity employer and encourages nominations and candidacy of historically underrepresented groups.