Job Details

Administrative Assistant

Position Number: 6568636
Location: St Paul, MN
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Division: Student Affairs
Department/Office: Student Accessibility & Accommodation

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St. Catherine University invites applications for a full-time Administrative Assistant position. We are seeking a proactive and organized professional to provide comprehensive support to both the Assistant Vice President for Learning Resources & Academic Success and the Interim Dean of Student Affairs.

This role ensures smooth day-to-day operations, coordinates meetings and projects, and facilitates effective communication across departments. The ideal candidate anticipates needs, manages competing priorities, and contributes to the successful execution of initiatives.
Responsibilities Include:

Provide administrative support, including proactive calendar management, prioritization of meeting requests, and independent judgment in resolving scheduling conflicts.
Anticipate needs by reviewing schedules in advance, preparing materials.
Coordinate and manage meeting logistics, including room reservations, catering, technology setup, and travel arrangements.
Handle email and phone inquiries, triaging messages, identifying urgent issues, and responding appropriately to ensure timely and effective communication.
Prepare agendas, presentations, meeting packets, and summaries for key leadership meetings, including transcribing minutes for designated working groups and division-wide forums.
Lead logistical planning for project meetings, divisional retreats, student-facing programs, and cross-functional gatherings-often in coordination with other campus leaders.
Provide event support for on-campus and virtual meetings, ensuring seamless coordination of venues, equipment, catering, and hospitality needs.
Track key priorities, timelines, and requests across both divisions; use tools such as Microsoft Office, Zoom, and Teams to streamline project coordination.
Assist with the development of reports, presentations, and communication materials-gathering data, drafting content, and ensuring high editorial standards.
Organize and maintain physical and digital records, implement recurring administrative processes, and contribute to operational alignment across both portfolios.
Manage select budgets, process invoices, maintain vendor agreements, and oversee supply orders.
Coordinate mail and shipping services and support general office operations
Provide basic technical assistance for video conferences, remote interviews, and online meetings.
Serve as a connector across administrative teams, helping ensure information flows smoothly and efficiently between departments, leadership, and external stakeholders.
Lead and coordinate special projects and strategic initiatives as assigned, ensuring timelines, deliverables, and communications align with institutional goals.
Partner with leadership team members to ensure calendar-driven activities are proactively supported, including the distribution of reminders, preparation of materials, and coordination of responsibilities across departments.
Maintain shared project trackers for divisional initiatives, ensuring accurate, timely updates and alignment across multiple stakeholders
Provide light research and assist with documentation and content coordination, contributing to high-quality communications and efficient project execution.
Coordinate timely follow-up with discretion and professionalism.
Maintain clear documentation and communication trails while preserving confidentiality and supporting institutional response protocols.
Submit and reconcile expense reports in a timely and accurate manner, in alignment with university policies.
Manage office supply procurement and maintain organized records of purchases, invoices, and vendor agreements.
Organize and maintain digital and physical files to ensure accessibility and compliance with institutional documentation standards.

Employees at St. Kate's feel a deep connection to the University's Mission and Vision, and they live their values at work. Benefits available to full-time employees include:

Fourteen (14) paid holidays and paid "gift" days when the University is closed.
Free tuition for employees and reduced tuition for their families after one year of service
Health, dental, and vision insurance
403b retirement plan access
Accrued sick time
Paid parental leave after one year of service

Specific information on all of our available benefits for full-time employees can be found HERE.
St. Catherine University in St. Paul, Minnesota, is a comprehensive Catholic university and home to one of the nation's largest colleges for women, with associate and graduate programs for all genders. Founded by the Sisters of St. Joseph of Carondelet in 1905, the University integrates liberal arts and professional education within the Catholic traditions of intellectual inquiry and social teaching. Committed to excellence and opportunity, St. Catherine enrolls students in certificate, associate, baccalaureate, master's and doctoral programs in traditional day and evening/weekend/online formats.

Minimum Qualifications:

Demonstrated experience in office management, executive-level meeting coordination, event planning, and proactive problem-solving.
Proven ability to manage multiple complex tasks and projects simultaneously, often under tight deadlines and shifting priorities.
Ability to create a welcoming, professional, and inclusive environment for all who interact with the Senior Vice President and affiliated offices.
Experience navigating challenging or dissatisfied stakeholders with calm, clarity, and professionalism.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other administrative tools.
Track record of effective collaboration with diverse stakeholders, including faculty, staff, students, and external partners.
Demonstrated discretion and sound judgment in handling highly sensitive and confidential information.
Ability to engage and communicate effectively with members of the Senior Leadership Team and Cabinet, supporting high-level coordination and follow-through.
Strong organizational skills and exceptional written, verbal, and interpersonal communication abilities, including precise proofreading and polished professional correspondence.

Preferred Qualifications:

Demonstrated commitment to equity, inclusion, and belonging, with an understanding of how to support inclusive environments in administrative practice.
Experience handling sensitive issues related to student life, equity, or institutional priorities with professionalism and cultural awareness.
Ability to anticipate needs, take initiative, and proactively support executives in fast-paced, evolving environments.
Familiarity with student-centered environments or knowledge of student affairs functions and priorities.
Experience drafting executive-level communication or supporting strategic messaging efforts.

We seek creative, adaptable staff who enjoy working in a university climate that promotes cultural diversity, multicultural understanding, and cultural fluency. Consistent with the university's commitment to women, diversity and social justice, preference will be given to candidates who manifest these themes in their experience and service.

Application instructions:

Posting Number: 20220751-STAFF
Posting Start Date: 09/12/2025
Application Deadline: 9/28/2025

To apply, visit https://stcatherine.peopleadmin.com/postings/10219

Compensation:
The hourly wage for this position is $17.00 - $19.16 depending on qualifications and experience.

St. Catherine University is an equal opportunity employer. Our commitment to inclusion reflects the central value of the Sisters of St. Joseph of Carondelet to "love of neighbor without distinction" and provides a learning and working environment that is enriched by the diversity of all our members. Individuals of religious, racial, ethnic, gender identity, nation of origin, or disability groups that have traditionally had less representation in higher education are encouraged to apply. Should you need an interview accommodation please contact us at hr@stkate.edu or 651-690-6565.