Administrative Assistant II

Reporting directly to the Chief of Staff, the Administrative Assistant II provides high-level support to the Chief of Staff and the President. Acting as the primary liaison for internal and external stakeholders for the Office of the President and coordinator of logistics, this position is critical in ensuring the success and efficiency of office operations. It demands meticulous attention to detail, outstanding interpersonal and writing skills, and the ability to excel under pressure in a dynamic, fast-paced environment.

Responsibilities include managing the President’s schedule, coordinating meetings and events, handling confidential information, preparing expense reports, and welcoming visitors.

Duties and Responsibilities

• Provide primary administrative support for the Chief of Staff and President, enhancing their capacity for strategic work.
• Support the President and Chief of Staff with day-to-day functions of the Office of the President, including clerical and administrative tasks, meeting scheduling, answering phones, email correspondence; customer relations, and other general office duties as assigned with a spirit of radical hospitality and customer service.
• Coordinate the Chief of Staff and President’s calendars, organize meetings and appointments, and book space as needed. Liaise regularly with the Chief of Staff and President to inform them of upcoming commitments and responsibilities.
• Help maintain the Office of the President budget. Prepare and submit requisitions; process invoices. Interface with Finance, Procurement, and Accounts Payable offices to ensure prompt and accurate payments.
• Responsible for coordinating billing and purchasing card reconciliation for the President and Chief of Staff.
• Address inquiries, complaints, or concerns from community members and visitors and directing them to the appropriate departments.
• Coordinates travel and prepares travel itineraries for President and Chief of Staff.
• Maintain the President’s Conference Room and support the meetings or events taking place in that space.
• Help coordinate meetings and banquets. This involves reserving rooms and equipment, ordering food, preparing name tags, tracking RSVPs, etc.
• Support the Chief of Staff with preparations for Board of Directors meetings.
• Serve as liaison between the Office of the President and campus partners.
• Maintain confidentiality in processing information.
• Other duties as assigned.

Required Qualifications

• High school diploma or equivalent
• Two or more years of experience in an office setting
• Proficient in Microsoft Office Suite and Google G Suite
• Strong written communication and editing skills, project management skills, professionalism, and discretion required.
• Exceptional accuracy and attention to detail required.
• General knowledge of budgeting and accounting procedures.
• Proficiency in using computer software and learning new software quickly.
• Strong organizational skills and the ability to follow through on tasks and requests.
• Ability to maintain multiple projects simultaneously and to prioritize tasks.
• Self-starter with excellent interpersonal communication and problem-solving skills.
• Ability to maintain a high level of confidentiality.
• Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

Preferred Qualifications

• Bachelor’s degree.
• Minimum 5 years of administrative experience in a complex organization, including direct support to senior-level administrators.
• Experience using Banner and/or Chrome River.

Normal Work Location, Hours and Conditions

Generally, 37.5 hours per week as assigned. This is a 12-month, full-time position that works on campus in University Heights, Ohio. University core business hours are generally 8:30 am – 5:00 pm. However, this position will require work to be performed occasionally outside of normal business hours based on department operations, and some nights and weekends will be occasionally required.

Physical Requirements

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.

Hours Full Time FLSA Non-Exempt (Hourly) Compensation & Benefits

Starting salary will be $ 18.00 – $22.00 per hour, commensurate with qualifications. This position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children.

About John Carroll University

John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences, the College of Health and the Boler College of Business, which include graduate programs. The University offers more than 70 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master’s level.

The University enrolls approximately 2,300 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 13:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years.