Career Center

Administrative Assistant III- St. Petersburg, FL

Utica University, a comprehensive, independent, private institution in Upstate New York, is seeking an Administrative Assistant III for the St. Petersburg, FL campus to serve as the first point of contact for visitors to Utica University.  In addition to receptionist duties, the staff member also performs several administrative, clerical, and general office functions that require a thorough knowledge of Utica University departmental operations and policies. This position supports on and off campus recruitment efforts and admissions operations, as needed. The administrative assistant must also be familiar with social media platforms. 

In deciding whether to apply for a position at Utica University, candidates are strongly encouraged to consider Utica's mission and culture to help determine their potential success at http://www.utica.edu/instadvance/marketingcomm/about/. Our Mission and Values Statement includes a commitment to fostering diversity in background,  perspective, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas.  At Utica, diversity means that we are a community that represents a range of human experience and makes conscious choices to appreciate, respect, and learn from each other. Utica University actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society.

Primary responsibilities include:

• Serves as the first point of contact for the University. Responsible for ensuring positive, informative, and accurate interactions via phone, email, or in person with prospective students, families, community members, and other campus constituents.  
• Performs receptionist duties by creating a welcoming experience for current and prospective students, families, campus constituents and staff.          
• Directs inquiries to the appropriate offices or persons, provides factual information or materials to routine inquiries (within the capability to do so and with prescribed policies).            
• Provides excellent customer service with prompt communication via email and by receiving telephone calls, taking messages or routing calls utilizing necessary discretion, and scheduling appointments as appropriate.      
• Support admission and recruitment events, activities, projects, and application processing.
• Practices discretion and maintains confidentiality.  
• Keeps all office calendars up to date and accurate. 
• Provides support with various departmental processes including invoice processing, budget management, mail distribution, and other functions as necessary.     
• Assists in effective training on departmental procedures and policies, making appropriate work assignments, supervising work activities, and evaluating work performance for 4-6 student workers and/or interns.
• Contributes to the overall success of the department by performing other essential duties and responsibilities as assigned by the immediate supervisor.
• Updates Florida social media sites.
• Serves as the operational lead for the office suite with duties such as; maintaining contact with landlord, ordering supplies, developing relationships with vendors such as security and cleaning, ensuring compliance with signage and files, maintaining operational handbook for the site and updating contacts regularly. 
• Active support in the University's mission, vision, and commitment to diversity.                    
• May perform other related duties and projects as assigned.

Qualifications:

• Associate's degree required. Bachelor’s degree preferred.
• Minimum three years of administrative support, office coordination, and/or business-processes experience required. An equivalent combination of education and experience may be considered.
• Experience in a college or university setting, and student service/and or admission office setting, is highly desirable.

Application Information:

To apply, submit a cover letter, resume, and a diversity statement. All positions at Utica University support the University's mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.

In line with the University's Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf

All application materials must be submitted online at the following link: https://uc.peopleadmin.com/postings/3398

Active consideration of candidates will begin immediately and continue until the position is filled. References will be checked for candidates invited to campus. 

Utica University is an affirmative action, equal opportunity employer. We encourage applications from under-represented groups as well as individuals who have experience with diverse populations.