Position Specific Responsibilities/Accountabilities
1. Executive and Administrative Support to the Rector 35%
Provide comprehensive, senior-level administrative support to the Rector to facilitate the effective management of priorities, communications, meetings, and other responsibilities.
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Manage and coordinate the Rector’s calendar, appointments, meetings, annual conversations, and other scheduling requirements.
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Prepare the Rector for meetings, events, and other commitments by coordinating materials, information, logistics, and follow-up activities.
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Manage and coordinate communications and correspondence on behalf of the Rector, including communications with University leadership, Board organizations, and internal and external stakeholders.
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Manage the flow of information to and from the Rector’s Office, exercising sound judgment, discretion, and appropriate confidentiality.
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Maintain administrative records, files, forms, calendars, and other systems necessary to support the efficient operation of the Rector’s Office.
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Prepare and process expense reports and provide other administrative and financial support as needed.
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Coordinate special projects and initiatives on behalf of the Rector, including research, communications, meeting support, and follow-up activities.
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Represent the Rector’s Office in interactions with University departments, external organizations, committees, and other stakeholders, as appropriate.
2. Jesuit Community Operations and Administrative Coordination 30%
Coordinate the day-to-day administrative and operational needs of the Jesuit Community and support the effective functioning of community facilities, services, resources, and activities.
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Serve as a primary administrative resource and point of contact for Jesuit Community members and coordinate administrative activities with the Jesuit Minister and other designated representatives.
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Coordinate facilities, maintenance, room repairs, cleaning, and other operational requests with University service departments, maintenance personnel, and external vendors.
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Coordinate the operational needs of Jesuit residences, guest rooms, community spaces, and shared resources.
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Manage and coordinate facilities work orders and track requests through completion.
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Coordinate onboarding and transition activities for incoming Jesuit community members, including access to University systems, accounts, identification cards, parking, recreation facilities, technology, and other University resources.
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Maintain and coordinate community calendars, directories, contact lists, room reservations, shared resources, and other administrative systems.
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Coordinate mail, parking, office services, supplies, copier maintenance, telephone support, and other routine administrative and operational services.
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Coordinate support for individual community members with administrative matters and University processes, as appropriate.
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Create, maintain, and update forms, records, directories, and other resources necessary to support community operations.
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Supervise and coordinate the work of student employees, including scheduling, work assignments, and timesheet administration.
3. Events, Communications, and Stakeholder Coordination 30%
Coordinate meetings, events, liturgical activities, communications, and stakeholder interactions involving the Rector’s Office and Jesuit Community.
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Coordinate the planning and logistical arrangements for meetings, community events, University events, and activities involving internal and external partners.
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Schedule and coordinate meeting and event locations, equipment, hospitality, facilities support, and other logistical requirements.
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Develop and maintain seasonal and annual calendars, including Jesuit Community, liturgical, presider, and other event-related schedules.
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Coordinate Mass requests, presider schedules, reminders, and related communications with Campus Ministry and other University partners.
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Prepare, collect, organize, and distribute information and materials needed for meetings, events, community activities, and special programs.
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Coordinate communications with guests, visitors, students, faculty, community members, and other stakeholders regarding meetings, events, access, parking, directions, and other logistical needs.
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Support community communications and engagement activities, including notices, greetings, announcements, directories, and other communications.
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Greet and assist guests, students, faculty, and other visitors and serve as an administrative point of contact for the Rector’s Office and Jesuit Community.
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Participate in committees and represent the Rector’s Office or Jesuit Community with University and external organizations, as assigned.
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Provide administrative and logistical support for special events, initiatives, and collaborative activities involving external partners and University departments.
Additional Responsibilities 5%
Perform other related duties and special projects as assigned in support of the mission, priorities, and operational needs of the Rector’s Office and Jesuit Community.