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Position Title:
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Administrative Assistant, Campus Safety (CL-2)
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Department/School:
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Campus Safety
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Salary/Pay Rate:
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$20.66/hour - $21.69/hour
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Job Summary:
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The Administrative Assistant, Campus Safety (CL-2) provides specialized office support to Campus Safety (e.g. guards, director, and associate directors) and their respective areas of responsibility. Responsibilities include creating correspondence, processing and compiling information, and exercising independent judgment, coordinating calendars and events, and preparing reports.
Physical Effort & Work Environment
The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or lifting and carrying of small objects.
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Minimum Qualifications:
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The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite.
Requisite Skills
1B-Intermediate Reception/Response:
Consistently demonstrates ability to provide routine responses and basic information from inquiries (telephone, e-mail, or in-person) with minimal guidance. Directs visitors as needed
3B-Intermediate Calendar Manager:
Consistently demonstrates ability to manage calendar (tasks, meetings, events, schedules, correspondence) of supervisor and/or department, schedule meetings without consultation with supervisor, and notify participants
4B-Intermediate Event Organization:
Consistently demonstrates ability to organize and coordinate events(meetings, workshops, seminars, or receptions) with minimal consultation or independently. (Examples could include scheduling speakers and securing meeting room, creating invitations, food &beverages, and overnight accommodations).
5B-Intermediate Written Communication:
Consistently demonstrates ability to create routine correspondence or update template or samples with speed and accuracy. Utilizes a comprehensive knowledge of supported word processing software
6B-Intermediate Office Organization:
Consistently demonstrates ability to manage operational aspects of the office with minimal to no supervision, including time management, information distribution, and project deadlines. Consistently demonstrates ability to file documents and student records using standard filing procedures as well as a familiarity with retention policies
7B-Intermediate Record and Data Processing:
Consistently demonstrates ability to process routine forms and records quickly and accurately, using multiple programs, and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail
15B-Intermediate Interpersonal Communication:
Consistently demonstrates courtesy, tact and professionalism, as well as sensitivity to the concerns or interests of others in conveying information. Demonstrates patience and the ability to handle difficult people
16C-Advanced Judgment:
Consistently demonstrates ability to reference operational procedures within department on diversified projects and situations requiring independent assessment
17B-Intermediate Responsibility:
Consistently demonstrates ability to prioritize, coordinate and complete (start to finish) basic work assignments with minimal to no assistance or instruction, such as preparing faculty appointment letters
18C-Advanced Organizational Knowledge:
Consistently demonstrates extensive knowledge of entire College and outside organizations
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Essential Functions:
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- Serve as a point of contact over the phone, in person and online, for students, parents, faculty, staff and the general public
- Management of Marist University parking program including the following: annual student parking permit applications including vehicle registration, online permit fee payments, and decal pick-up biannual faculty and staff parking permit applications / renewals including online vehicle registrations, student parking permit requirement exception inquiries and applications, student temporary parking permit inquiries and applications, and visitor parking permit inquiries and applications.
- Assist with management of New York State (NYS) Division of Criminal Justice Services (DCJS) licensing for the Marist University security guard school as well as the Campus Safety officer individual licenses
- Maintain knowledge of state and federal regulations pertinent to the position
- Manages Campus Safety officer payroll and leave balances
- Open, sort, and distribute office USPS and electronic mail (via the safety@marist.edu account). Process outgoing mail
- Access department calendars; schedule and log appointments as necessary
- Assist in event organizing or scheduling
- Create, update, and proofread various correspondence and documents
- Maintain complex filing systems, including student and faculty files
- Enter and manage information in department computer system(information may be of a confidential nature)
- Manage and reconcile independent budgets and financial records
- Train and supervise student workers
- Possess intimate knowledge of institutional structure
- Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people
- Perform other job-related duties as required
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Required Application Documents:
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Resume, Cover Letter, & Contact Information of 3 Professional References
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About the Department/School:
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The safety and well-being of our students, faculty, staff and guests are always our priority in the Office of Campus Safety. Our team of full-time staff integrates itself into the overall educational mission of the University by fostering cooperation, professionalism, respect, and teamwork among the University community.
The Marist University security staff are trained to respond appropriately to all calls for assistance; Our areas of responsibility encompass a comprehensive approach to campus security, crime prevention, fire safety, workplace safety, event planning and providing for an overall atmosphere of safety and community.
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About Marist University:
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Founded in 1929, Marist is a comprehensive, independent four-year institution whose signature educational approach blends the liberal arts with pre-professional studies and emphasizes experiential learning to enrich classroom instruction. With campuses in Poughkeepsie, N.Y., and Florence, Italy, plus over 70 programs offering a variety of international study, Marist is a portal to the world and is devoted to nurturing a welcoming, inclusive community. Through six schools offering almost 50 majors, Marist cultivates the intellectual growth and well-being of its more than 6,000 undergraduate and graduate students and encourages them to color outside traditional academic lines as they pursue coursework and personal experiences that provide valuable occupational expertise and reflect their individual passions. Marist has been acclaimed a top institution in the nation by U.S. News & World Report, the Wall Street Journal/College Pulse, Princeton Review, and others. To learn more, please visit https://www.marist.edu/about
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Type of Position:
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Full-time
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Classification:
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CWA (Full-Time)
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Months per Year:
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12
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Work Schedule:
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Monday-Friday 8:30am-5:00pm
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Hours per Week:
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37.5
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Location:
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Marist University Main Campus
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Number of Position Openings:
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1
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Equal Employment Statement:
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Marist University is committed to creating an inclusive workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the University will strive to achieve the full and fair participation of all members of the Marist community.
Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The University will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The University will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.
Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the University. It shall be considered a violation of University policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist University on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.
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