Office Assistant

Benedictine University - Lisle, IL3.9

Full-timeEstimated: $31,000 - $45,000 a year
Founded as a Catholic university in 1887, Benedictine University is located in Lisle, Illinois just 25 miles west of Chicago, and has branch campuses in Springfield, Illinois and Mesa, Arizona.

We are Catholic. All are welcome. Benedictine University seeks employees who understand and contribute to the University’s mission and vision. Inspired by our Catholic Benedictine mission and identity, our academic community is committed to inclusion. As an institution, we express our commitment to our identity as a Catholic and Benedictine institution through our values as they are manifested throughout the University. As such, all employees are expected to support the University’s Catholic Benedictine mission and identity and to contribute to its distinctive intellectual life in an effort to help each student and each other to thrive academically, professionally, and personally in our religiously and culturally diverse academic community.

Job Title: Office Assistant
Department: Department of Music
Reports to: Department Chair
Position Summary: Part-time 15 hours per week, August through May (10 months); provide administrative support for program faculty and department chair.

Essential Job Responsibilities:
1. Serve as the assistant to the program faculty and the department chair; maintain correspondence and student records; coordinate book orders; order necessary office supplies; assist in planning departmental functions; enter data and coordinate IDEA evaluation process; create forms and evaluation packets for small-course evaluation.

2. Perform general office and reception duties; provide high level of customer service; answer telephone and handle walk-ins in a professional manner; gather and review course syllabi for the program, arrange printing and copying; maintain keys to appropriate locked rooms used by the department in order to let approved individuals in when necessary (such as the Mac Lab); bring outgoing mail—both regular and campus—to the mailroom daily for the department; pick-up packages as needed, pick-up daily mail and deliver to faculty mailboxes in the suite or to the faculty offices as necessary. Typical interior/office work environment; position also requires delivering and collecting materials to and from offices across campus, attending meetings and events related to job responsibilities, and handling copying requests at the office suite printer/copier. Assist faculty with processing check request, travel requests and expense reports. May perform other duties as assigned.

3. Prepare and execute targeted recruitment mailings 2 times per academic year to attract potential music students; schedule music student auditions; prepare and send scholarship award documents. Track scholarships awarded and accepted.

4. Prepare and print programs for concerts and recitals; design and prepare flyers for advertising concerts on campus; design and prepare recruitment materials; design and update new material for department slideshow.

5. Prepare and track business office forms; reserve rooms; facilitate payroll processing for student worker(s); act as department liaison to various campus agencies and outside vendors. Coordinate the student jury examinations and jury rehearsal schedule; coordinate the rehearsal schedule for the Recital Practica; assist in coordinating student musician performances at graduation and hooding ceremonies. Research and purchase specialized equipment for Department of Music courses and initiatives; maintain Department of Music inventory; maintain sheet music library and catalog; order sheet music as required.

Other Functions:
1. Maintain appropriate skills and knowledge through training and development.
2. Participate in university and college committees.
3. Maintain a current Operations Manual, supply updates to the Dean's office as appropriate.

Minimum Job Requirements:
Education: Bachelor's degree preferred, with an excellent background in office/logistics management.

Experience: 3-5 years office experience, preferably in an academic setting.

Specific Skills: Ability to maintain high level of confidentiality. Verbal and written communication skills, knowledge of business office practices and procedures, interpersonal/human relations skills, supervisory skills, planning and organizational skills, attention to detail and ability to multi-task.
Specific Knowledge, Licenses, Certifications: Proficiency in Microsoft Word; Excel, Access, Outlook and Peoplesoft.

Supervisory Responsibility (if applicable): Supervise graduate and/or undergraduate student workers.
Working Conditions: Typical interior/office work environment; position also requires delivering and collecting materials to and from offices across campus (in all weather conditions), attending meetings and events related to job responsibilities, handling copying requests at the office suite printer/copier, lifting packages and mail.

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Benedictine University is an Equal Opportunity Employer.