Administrative Assistant III Nursing

Saint Martin’s University is more than just a place of learning—it’s a welcoming community where students, faculty, and staff come together with purpose and heart. Founded in 1895 by the Benedictine monks of Saint Martin’s Abbey, we are grounded in the timeless Benedictine values of community, hospitality, and balance. These values, combined with a Saint Martin’s liberal arts education, shape our approach to education and daily life, encouraging students to think deeply, act with compassion, and serve with purpose.

As part of the Catholic Intellectual Tradition, we honor the integration of faith and reason, the dignity of every person, and a shared responsibility for the common good. Our mission is to form graduates who are not only intellectually curious and ethically grounded, but also deeply committed to building a more just and equitable world. At Saint Martin’s, we care about the whole person.

Our supportive campus culture is built to help students thrive—academically, personally, and professionally. We pay special attention to the needs of those who have been historically underserved, and we work intentionally to create an inclusive, respectful, and compassionate environment for all.

We warmly invite mission-driven individuals to join our community—not just to work here, but to be part of something meaningful. Together, we educate students who go on to make a positive difference in their lives, their communities, and the world.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Greet visitors, students, and/or employees and respond to inquiries, requests for information and provide assistance.
• Establish and maintain cooperative working relationships with other employees in the Nursing Department, College of Arts and Sciences and other Schools or departments at Saint Martin’s to facilitate carrying out instructions involving other departments, transmitting information accurately and tactfully.
• Train and oversee the work of student employees.
• Maintain office files, student files, and other appropriate records.
• Manage contracts with clinical agencies.
• Maintain inventory of office, teaching & clinical supplies.
• Perform general clerical duties including organizing, filing, shredding and photocopying documents and files, etc.
• Compose written correspondence and materials; create and update all departmental forms and prepare for web; prepare minutes, newsletters, reports, statistical data, and other materials pertaining to the Nursing program.
• Collect and process nursing course evaluations as necessary.
• Responsible for answering phones, responding to voice or e-mail messages, as well as sending and receiving faxes.
• Initiate, process and track departmental forms such as purchase orders, personnel requisitions, travel authorization forms, supply requisitions, printing requests, travel expense reimbursement vouchers.
• Assist with the preparation of the budget for the Department of Nursing.
• Assist with the preparation of annual reports for the Department of Nursing to accrediting and regulatory agencies.
• Schedule appointments, meetings, send out meeting notices, arrange for catering services, make travel arrangements, and maintain the department calendar.
• Manage distribution of all incoming and outgoing mail; screen and respond as necessary. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.

Other functions

• Assist with coordinating pinning ceremony for graduating class.
Perform other related duties as may be assigned.

COMPETENCIES

• General knowledge of Family Educational Rights and Privacy Act (FERPA) guidelines
• Work requires tact, diplomacy, discretion, independent judgment, and initiative on assignments and communications that are sensitive in nature.
• Ability to work on multiple projects with competing deadlines and frequent interruptions.
• Thorough knowledge of the principles of office management and of modern office procedures, systems and equipment.
• Ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations
• Ability to use independent judgment and discretion.
• Detailed-oriented with skills in proofreading materials and data entry to ensure accuracy.
• Oral and written skills to convey ideas, facts, and information effectively and accurately to students, staff, faculty, and the general public.
• Ability to identify what information is needed by others for effective actions.
• Ability to maintain confidential and sensitive information.
• Ability to develop and maintain filing systems.
• Knowledge of accounting principles.
• Ability to deal with internal and external customers in a tactful and courteous manner.
• Ability to devise or adopt office procedures to changing organizational needs.
• Ability to organize and coordinate functions and tasks, with frequent interruptions.
• Ability to establish and maintain effective working relationships internally and externally.
• Well-organized and self-directed.
• Ability both to take initiative and follow-through.
• Ability to perform basic mathematic calculations.
• Competence in organizing concepts into a clear and logical sequence. Ability to spot inconsistencies and errors in written material and suggest more effective ways to express the desired thought.
• Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
• Knowledge of best practices related to supporting diverse student population, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities.
Is supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University’s mission statement.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• Bachelor’s degree in Business Administration or related field or equivalent combination of education and experience.
Superior command of the English language, including spelling, grammar, punctuation, and vocabulary.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. Physical demands include:

• Moves objects (less than 20 pounds) long distances (more than 20 feet).
• Ability to be mobile campus wide for appropriate business needs.
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Requires visual concentration on detail.
• Manual dexterity and precision required for keyboarding
• Must be able to sit for long periods at a time at a computer
• May occasionally be required to deal with distraught people.
• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
• Must be able to communicate effectively with people at all levels under stressful conditions.
• Must maintain strict confidentiality relating to all issues in the department, Saint Martin’s University and the President’s or Provost Office.