Executive Assistant en Saint Martin's University

The Executive Assistant to the Associate Dean provides high level administrative support to the Hal & Inge Marcus School of Engineering (HIMSE) and the greater College of Business, Engineering, & Technology. Responsibilities include providing and/or coordinating a variety of complex and confidential administrative support services to programs and departments within the School, acting as liaison between programs and departments within and outside of the University. This position also serves as point of expertise concerning HIMSE programs, scheduling, and back-end administrative functions with other offices around campus. In addition, this position prepares required complex/comprehensive reports for various accreditation needs.

Saint Martin’s University

Saint Martin’s University is more than just a place of learning—it’s a welcoming community where students, faculty, and staff come together with purpose and heart. Founded in 1895 by the Benedictine monks of Saint Martin’s Abbey, we are grounded in the timeless Benedictine values of community, hospitality, and balance. These values, combined with a Saint Martin’s liberal arts education, shape our approach to education and daily life, encouraging students to think deeply, act with compassion, and serve with purpose. 

As part of the Catholic Intellectual Tradition, we honor the integration of faith and reason, the dignity of every person, and a shared responsibility for the common good. Our mission is to form graduates who are not only intellectually curious and ethically grounded, but also deeply committed to building a more just and equitable world. At Saint Martin’s, we care about the whole person. 

Our supportive campus culture is built to help students thrive—academically, personally, and professionally. We pay special attention to the needs of those who have been historically underserved, and we work intentionally to create an inclusive, respectful, and compassionate environment for all. 

We warmly invite mission-driven individuals to join our community—not just to work here, but to be part of something meaningful. Together, we educate students who go on to make a positive difference in their lives, their communities, and the world.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.

Administrative Support

• Prepare overload contracts for School faculty and course contracts for contingent faculty at main and JBLM campuses
• Prepare hiring paperwork for contingent faculty and coordinate appointments and hiring process with Office of the President/Provost and the Office of Human Resources
• Monitor HIMSE budget for compliance and spending trends, prepare monthly budget reports, and yearly budget proposals
• Prepare requisitions for HIMSE departmental purchases, records, files, monitors monthly budget expenses incurred by School, including grant budgets and reimbursements utilizing finance reports        
• Prepare official correspondence for the School and forward to Associate Dean for signature
• Ensure that course syllabi, office hour schedules, course evaluations, and related information is collected every semester and kept for records purposes in HIMSE files as well as Office of the President/Provost’s files
• Assist Chairs in compiling and editing HIMSE schedules sent to Registrar
• Assist with international teaching partnerships, coordinating support with OIPD for partnerships (e.g., China collaborations)
• Plan and execute HIMSE events such as retreats, advisory board meetings, and special projects.
• Assist search committee during faculty candidate searches to include compiling initial applicant pool packets, communicating with applicants, creating a timeline of search activities, scheduling candidate visit itineraries, travel arrangements and reimbursement follow-up, and other assistance as needed for the whole search process
• Act as liaison between academic units, faculty, students, and external community

• Coordinates with faculty and contingent faculty via the telephone, e-mail, and written documentation
• Support and plan events for Vet2Tech programs
• Work with Engineering Advisory Board on capstone project reviews (Fall-preliminary/final and Spring-Final) and set up meetings and events that involve board members. Work with Board Chair on recruiting new members and orienting them to board responsibilities
  • Use HIMSE Dean’s List spreadsheet to create personalized letters for each student for Dean’s signature and distribute to students, as well as have a display poster made for School’s main foyer for fall and spring awardees.

Office and File Management

• Address student concerns, problem solve/advise; forward to appropriate faculty/staff member
• Coordinate, support, and order provisions for HIMSE and Vet2Tech events
• Schedule, coordinate and prepare minutes for School meetings and HIMSE advisory board meetings as necessary
• Train and supervise student workers and Graduate Assistants.
• Assist HIMSE contingent and new faculty with classroom needs

• Assist students and faculty with all paperwork rules, requirements, and needs for academic and financial institutional processes. 
• Assist in taking minutes at university-wide Convocations and faculty meetings, as needed.
• Assist students with registration for required program classes as needed.
• Archive student files once a year with attention to documentation requirements for state and accreditation purposes, digitizing files, and maintaining confidentiality of do-not-destroy files and other prior student information.
• Ensure office assignments, keys, keycards, phones, and software access for new faculty/staff
• Order and process promotional items, name badges, business cards, awards, and recognition certificates for faculty/staff.
• Facilitate and order HIMSE awards for Honors Convocation
• Assist in the creation of the College of Business, Engineering, and Technology quarterly newsletter
• Assist in managing the College of Business, Engineering, and Technology social media pages
• Manage HIMSE LinkedIn groups

Assessment and Accreditation

• Ensure accreditation folder has all working documents and required reports from the last two accreditations (Engineering and Computer Science) for Dean reference moving forward.

COMPETENCIES

• Communicates successfully and professionally in all situations: face-to-face, in group settings, over the telephone, and electronically through email or Zoom.
• Observes, compares, and monitors data to determine compliance with prescribed operating standards.
• Produces written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Possesses word processing, spreadsheet, and database proficiency for correspondence, data collection, and report generation for state agencies and interdepartmental projects. Possesses proficient computer literacy as appropriate for a higher education setting.
• Maintains strict confidentiality of all office and departmental information in accordance with Family Educational Rights and Privacy Act (FERPA) law.
• Adapts to changing policy/process as determined by university, state, or national requirements.  
• Complete multiple and diverse tasks in a fast-paced work environment.
• Prioritizes work tasks and obligations while working both independently and under deadlines.
• Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
• Knowledge of best practices related to supporting diverse student populations, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities. 
• Establishes and maintains effective working relationships with people from diverse educational, economic and cultural backgrounds as well as people with disabilities.
• Learning job-related material primarily through oral instruction and observation.  This learning takes place mainly in an on-the-job training setting.

• Comprehends and makes inferences from written material.
• Reports to work on time according to a schedule.
• Is supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University’s mission statement.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• Bachelor’s degree or 6 years of administrative support experience.
• Intermediate proficiency with Microsoft Office products including spreadsheets and databases.
• Two years of experience in a university or college setting preferred.  
• Flexibility to work evenings or on weekends.
• Successfully pass a background check.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. Physical demands include: 

• Moves objects (less than 20 pounds) long distances (more than 20 feet).
• Ability to be mobile campus wide for appropriate business needs. 
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Requires visual concentration on detail.
• Manual dexterity and precision required for keyboarding
• Must be able to sit for long periods at a time at a computer
• May occasionally be required to deal with distraught people.
• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
• Must be able to communicate effectively with people at all levels under stressful conditions. 
• Must maintain strict confidentiality relating to all issues in the department and Saint Martin’s University.