General Position Description
The administrative assistant is central to the academic and administrative functions of the University. This role interacts and cooperates at all levels on campus in order to effectively support the delivery and execution of the University’s mission.
In addition to the procession of basic office clerical skills to include proficiency in Microsoft Word, Outlook, Excel and Publisher, the successful candidate will possess these key competencies in order to successfully meet our expectations for this role:
- Communication: shares and receives information using clear oral, written, and interpersonal communication skills.
- Diversity and Inclusion: models and promotes the University’s Code of Ethical Conduct and complies with MSMU policies on Inclusion and Non Discrimination.
- Employee Engagement: demonstrates commitment to the job, colleagues, the University and its mission by acting in ways that further the accomplishment of its goals.
- Innovation and Change Management: uses personal knowledge and professional experience to envision the future, anticipate change, capitalize on opportunities, and develop innovative options that further the strategic direction of the Mount.
- Job Mastery and Continuous Learning: demonstrates responsibility for one’s own career path and continuous learning by identifying and applying new skills as needed to perform successfully on the job.
- Resource Management: demonstrates integrity, accountability, and efficient stewardship of University resources in a manner consistent with the Standards of Ethical conduct and other policies.
- Result Orientation and Execution: demonstrates the ability to analyze situations or problems, make timely and sound decisions, construct plans, and achieves optimal results.
- Service Focus: values and delivers high quality, professional, responsive and innovative services.
- Teamwork and Collaboration: collaborates with colleagues in order to achieve results in alignment with the operations and mission of Mount St. Mary’s University.
Key areas of responsibility include fostering a lived faith, spiritual maturity and a servant-leadership spirit of service and support. This person works closely with the Campus Ministry staff to foster student development and leadership, collaborating with other Student Life offices and contributing to a sense of community at the Mount.
The administrative assistant is part of the team in Campus Ministry. Together with the staff, student interns, and volunteer student leaders, she/he is responsible for supporting much of the work of the Office of Campus Ministry. The Administrative Assistant reports to the Chaplain and Director of Campus Ministry, within the Division of Student Affairs of the University.
Our university community is transforming to meet the need to navigate complex issues and lovingly welcome an increase in first generation students of color, students who struggle with their sexuality, and fewer students who want to embrace their Catholic faith, let alone any faith. The Center for Campus Ministry is central to the healing and wholeness of the student life culture and the entire University culture. Catholic higher education is much more than “the transformational transmission of information,” but instead it is a way of being, a way of engaging with the world, a way of life that must be modeled by our staff. For too many students this period on our campus may be the only chance they have to engage the Catholic Church and their faith. The administrative assistant is often the first face and first voice of the Center, and as such love, kindness, and joy must be an integral part of interpersonal soft skills.
Center for Campus Ministry Support:
- Office receptionist – maintain a culture of hospitality and welcome for all students, community members, alumni, and prospective students.
- Perform general office functions to support other staff and students (answering phone, etc.)
- Supervise and train work-study students.
- Support Director in maintaining the Campus Ministry budget
- Support Director in managing professional calendar
- Represent Campus Ministry at the Campus Events Committee (CEC).
- Create and maintain professional advertising materials (posters, social media, etc.).
- Maintain and regularly update campus calendar, brochures, and media racks.
- Maintain office supplies.
- Compile Chaplain’s Memo and assemble information for campus illness/death notifications.
- Other duties as assigned.
Chapel and Liturgy Support:
- Maintain university Mass schedule, Mass Intentions, and stipends for all priests.
- Coordinate Mass Card requests.
- Schedule routine use of chapels on campus in coordination with University Operations (Masses, classes, music rehearsals, etc.).
- Provide information on liturgies, meetings and special events to community.
- Support University Chaplain in receiving wedding requests and maintaining paperwork for couples, schedule wedding sacristans, and act as a liaison to St. Anthony’s Catholic Church for recording official documents.
- Support administratively RCIA and sacramental formation through preparation of liturgical texts and documentation of sacraments received in coordination with St. Anthony parish.
- Maintain adequate chapel supplies (hosts, wine, candles, etc) and oversee maintenance of sacristies.
- Compile weekly pulpit announcements and prayers of the faithful.
- Coordination of weekly collections.
- Provide information updates for booklets of major campus liturgies (Mass of Holy Spirit, Baccalaureate Mass, etc.)
- Preparation and production of flyers, booklets, programs, and e-mails for campus ministry student groups.
- Work with student liturgical coordinators for various ministries in preparation and distribution of monthly liturgical schedules.
- Coordinate registration for various on-campus and off-campus events.
- Maintain event attendance records.
- Knowledge of the Catholic faith and liturgy.
- Knowledge of Microsoft Word, Microsoft Outlook, Microsoft Publisher, and Excel spreadsheets.
- Ability to operate office equipment (fax and photocopying machines, telephone, etc.).
- Must be familiar with and adhere to all the safety rules and regulations for the College Safety Policy, which apply to the work environment.
- High School diploma or GED equivalency required. College degree preferred.
- Experience in volunteer ministry at Catholic parish preferred. (i.e., lector, Extraordinary Minister of Holy Communion, Sacristan, catechist, etc.)
- Good written and verbal communication skills a must.
- Creativity in layout and formatting.
- Organizational skills essential.
- Confidentiality necessary.
- Minimum Pay Rate: $12.50/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.
How to Apply
- Complete the Staff Employment Application
- Send cover letter and résumé to firstname.lastname@example.org or mail to:
Mount St. Mary's University - Campus Ministry - Administrative Assistant Search
Department of Human Resources
16300 Old Emmitsburg Rd.
Emmitsburg, MD 21727