•                 

  • Administrative Assistant Mission Integration, Diversity and Inclusion, and Title IX Compliance

    Mount St. Joseph University
    Job Description

    Department:

    Mission Integration,

    Diversity and Inclusion, Title IX Compliance

     

    Status:

     

    Non-Exempt

    Reports to:

    Director of Mission Integration/ Chief Diversity and Inclusion Officer & Title IX Coordinator

     

    Purpose:

    To provide administrative support and records management services to the Director of Mission Integration and the Chief Diversity and Inclusion Officer/Title IX Coordinator.  Additionally, this position will coordinate the meetings for, execute administrative duties related to, and manage all surveys and data required for the University’s compliance with its Sex Discrimination, Sexual Misconduct, and Interpersonal Violence Policy (the Title IX Policy), Title IX Team, Changing Campus Culture Initiative of the Ohio Department of Education, and related tasks to support the work of the Title IX Coordinator.  This position requires positive energy, teamwork, customer service, initiative, professionalism, and high levels of integrity and confidentiality in addition to knowledge of campus resources.  This person is responsible for handling sensitive information and records.  It requires an employee who can make informed, independent decisions when necessary, and work without close supervision. 

    Duties:

    • Perform efficient, timely, and sensitive handling of tasks as they relate to the Office of Mission Integration and the Director of Mission Integration, including but not limited to:

      • Reserve needed facilities for and send email notifications regarding Office of Mission Integration meetings, Mission Ambassador meetings, Fellowship of Christian Athletes (FCA) meetings, Mission Committee meetings, as well as any other committees and organizational meetings

      • Manage the reservations, contracts, and fees for rehearsals and weddings in the Mater Dei Chapel including official records for Our Lady of Victory Parish and the Archdiocese of Cincinnati when appropriate

      • Maintain the official alumni wedding records for Mater Dei Chapel

      • Schedule area Catholic high school recruiting visits for Mission Ambassadors; scan contact cards and submit to Admissions after visits

      • Coordinate all logistics for the Office of Mission Integration’s new faculty and staff orientations, new student orientations and Baccalaureate celebrations

      • Screen and direct calls made to the Office of Mission Integration with discretion and courtesy

      • Handle routine inquiries of internal and external constituents

      • Schedule appointments for and, as requested, help manage the schedule of the Director of Mission Integration

      • Create purchase orders for Director of Mission Integration as well as maintaining Excel financial records; requests for payment of priests and musicians for Masses

      • Initiate work/service orders for Mission Integration programs

      • Participate in Baccalaureate Masses (December and May), programs, and activities as appropriate

      • Work closely with Department of Buildings & Grounds on mechanical and custodial issues related to the Mater Dei and Interfaith Chapels

      • Maintain records and develop systems for records retention for weddings and Office of Mission Integration programming

    • Perform efficient, timely, and sensitive handling of tasks as they relate to Diversity and Inclusion and the Chief Diversity and Inclusion Officer/Title IX Coordinator, including but not limited to:

     

    • Reserve needed facilities and send email notifications for Diversity and Inclusion meetings, the Council on Inclusive Excellence, and any other committee and organizational meetings   
    • Maintain the official records for all Title IX matters

    • Schedule area visits for the CDIO at various community engagement events and meetings

    • Coordinate all logistics for the CDIO’s education and training programs

    • Screen and direct calls made to the CDIO/Title IX Coordinator with confidentiality, discretion, and courtesy

    • Handle routine inquiries of internal and external constituents

    • Schedule appointments for and, as requested, help manage the schedule of the CDIO/Title IX Coordinator

    • Create purchase orders for the CDIO/Title IX Coordinator

    • Maintain Title IX tracking document

    • Maintain records and develop systems for records retention for the CDIO/Title IX coordinator programming

    • Schedule meetings of the Title IX Team, schedule trainings for the Title IX Team, schedule Title IX intake and inquiry meetings with students, employees, and third-parties as needed, manage Title IX intake processes and forms for the Title IX Coordinator, track and manage Title IX reporting for the University and Title IX Coordinator, draft and manage Title IX communications as directed by the Title IX Coordinator, serve as a resource for Title IX Team members

    • Prioritize Title IX time-sensitive matters when executing all job duties

    • Communicate directly and in conjunction with the Title IX Coordinator with the Ohio Department of Education’s Changing Campus Climate office

    • Work collaboratively with the University’s Equal Opportunity Officer and Title IX Team members to effectuate Title IX processes consistent with the Title IX Policy and to support the Title IX Coordinator

    • Perform routine office functions – word processing, excel spreadsheets, ordering and maintaining office supplies, sort, and open mail, purchase orders through the web, office copier maintenance

    • Contribute to teams effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results when needed

     

     

     

     

    Primary Contacts:

    Director of Mission Integration, Chief Diversity and Inclusion Officer/Title IX Coordinator, Assistant Director of Mission Integration, Equal Opportunity Officer/Director of Human Resources, General Counsel, students, alumni, faculty, university professional and administrative support staff; Buildings & Grounds, Student Administrative Services, Campus Police, Campus Facilities, Wellness, and Athletics and other members of the University community

    Supervision Exercised:

     

    Student staff for coordination of various projects

    Supervision Received:

    Works toward a previously defined objective with little daily supervision and uses a wide range of procedures to accomplish goals, plans, and arranges own work referring problems to the Director of Mission Integration and Chief Diversity and Inclusion Officer/Title IX Coordinator

    Qualifications

    Education:

    High school diploma required; minimum of associate degree preferred

    Experience:

    Extensive administrative support experience at the executive level with a demonstrated ability and commitment towards diversity, equity, and inclusion.

    Skills, Attributes

    Customer Service:

    • Exhibit excellent student/faculty/ staff/community member customer service orientation in providing service in all responsibilities and interactions
    • Demonstrate creative problem-solving in handling people and situations
    • Adapt willingly and quickly to changing priorities, responsibilities, and student-alumni-faculty-staff customer needs and expectations; anticipate customer needs
    • Exhibit open and inclusive language in dealing with students, faculty, staff, and guests

    Teamwork:

    • Communicate, cooperate and collaborate well with others to achieve common office, division or university goals
    • Willingly assists in various responsibilities as appropriate within the Offices of Mission Integration and Diversity and Inclusion and other areas of the university as appropriate as required during high service demand times

    Communication:

    • Develop and nurture an effective, productive, and respectful rapport and working relationship with students, alumni, faculty, and staff co-workers, and various campus and community constituencies while maintaining an appropriate level of professionalism
    • Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
    • Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking
    • Communicate information clearly and concisely and listen well to others

    Accuracy:

    • Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions
    • Check the accuracy of the information that is provided to others. 

    Initiative:

    • Take immediate and independent action when necessary assuming initiative for creative problem solving
    • Accomplish tasks with follow through to completion
    • Adapt willingly and quickly to changing priorities, responsibilities, and functions within the department and/or position

    Technical:

    • Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, including Word, Excel and Outlook, Internet, copier, and fax machine

    Work Environment, Physical Demands:

    • Standing or sitting in one position for long periods. Office service hours; computer data input; multiple concurrent tasks with constant service interruptions; faculty and student contact; strict confidentiality; detailed work; occasional evening or weekend hours

    To apply, please upload a cover letter, resume, and contact information with three professional references via Paycom.

    A review of resumes will begin immediately and continue until the position is filled.

    Please click here to review the University's Non-Discrimination Policy. 

    Mount St. Joseph University is an Equal Opportunity Employer

    Contact Information