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Administrative Assistant, Graduate Program

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Posted 5 days ago

Position Summary

The Administrative Assistant for the Graduate Program is responsible for representing John Tracy Center and the department on the phone, through written and face-to-face communications in a courteous, knowledgeable, professional manner, and generally being a helpful and positive presence in the workplace. The administrative assistant should be professional, polite, and attentive while also being accurate; should always be prepared and responsive, willing to meet each challenge directly; must be comfortable with computers, and general office tasks, and excel at both verbal and written communication. Most importantly, the Administrative Assistant should have a genuine desire to meet the needs of others.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

  • Assist the Chief Academic Officer and Directors in implementing the administrative details of the Graduate Program 
  • Manage daily office routines (mail, e-mail, phones, filing, copying, scanning, etc.)
  • Manage administrative details of visitors and visitor events (luncheons, graduation, etc.)
  • Manage the Learning Management System used by the Mount Saint Mary’s University for the Graduate Program 
  • Support faculty and students on technology used in the program
  • Assist and support Directors, instructors and students with the use of Learning Management Systems such as Canvas
  • Assist faculty and grads with the uploading, downloading, and editing of videos
  • Assist in technical details of documents (producing Excel spreadsheets, creating pdf documents, etc.)
  • Maintain updated knowledge and skill in working with LENA software and hardware
  • Assist, gather, and submit applications and related scholarship documentation in a timely manner for graduate students (e.g., Emblem Club, Karen Rothwell-Vivien LSLS Scholarship)
  • Maintain records related to grants (expenditures, reports, invoices, paper files, online databases, etc.) 
  • Enter, maintain, and update scholar data for each enrolled student in the database for National Service Obligation Center at https://pdp.ed.gov/ose
  • Upload grant proposal documents into federal system
  • Gather data for the application and credential application process 
  • Create, maintain and update electronic and paper files for each applicant and student 
  • Enter each potential scholar’s application information into electronic and paper files, checking for requirements and reporting each accepted applicant’s progress to the Chief Academic Officer and Director of the program
  • Create and complete credential application packets for each student to coordinate with MSMU’s credential analyst tasks
  • Interface with University personnel/departments for admissions, financial aid, credentials, registration, business office, grants, etc.
  • Maintain inventory of office supplies, program assessments, LSL session materials and tools such as LENA in the supply closet in an organized, easily retrievable manner
  • Enter, maintain, and update scholar data for each enrolled student in the database for National Service Obligation Center at https://pdp.ed.gov/osep
  • Upload CTC reports onto secure website
  • Create, maintain, and ship inventory (Auditory Skills Curriculum, LING Cards, Speech Notebook, etc.), and maintain sales records
  • Assist Chief Academic Officer and graduate program director to develop strategies to attract scholars for MSMU/JTC program
  • Be an ambassador of the John Tracy Center / MSMU graduate program by engaging the MSMU community through on and off campus programming 
  • Create and distribute resource materials for student recruitment and retention programs
  • Assist in creating Social Media posts about the JTC/MSMU graduate program and activities
  • Help with coordinating recruiting and information sessions with various programs and classes, set up speakers to meet with groups and individual students, and other program directors to promote outreach and recruiting
  • Arrange visits from prospective graduate students
  • Connect, engage, interact, and build relationships with potential and interested students at career fairs, information sessions, and during virtual or on-site tours 
  • If needed, be a back-up for the clinical receptionist: Perform front desk procedures, including answering, screening and directing all incoming phone calls, provide information to callers, greet people entering the building, managing inquiries, receiving and sorting mail, alerting management of emergencies and other general office duties. 
  • Perform other duties as needed and assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s degree (B.A.) from four-year college or university; or four years related experience and/or training; or equivalent combination of education and experience. 
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. 
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 
  • Strong knowledge of Microsoft Word processing; Excel spreadsheet; Accounting software; Email and internet and Database software, PowerPoint, and other courseware platforms, Adobe Acrobat Professional and publishing programs.
  • Ability to direct volunteers and graduate students in tasks, as needed. 

Certificates and Licenses: N/A

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. Sitting, standing, lifting, and carrying (up to 25 pounds), reaching, squatting, climbing stairs, kneeling, and moving light furniture may be required.


This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

How to Apply

To apply, please fill up the online form below or send your resume and letter of interest to career@jtc.org with the job position indicated in the subject line.

Applicants without both required items will not be considered. Thank you for your interest in our program!!

Job Features

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Director of Graduate Programs

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