Administrative Assistant, Communications/Legal/Executive

Carroll University

A true Pioneer, Carroll University is Wisconsin’s first, four-year institution of higher learning. Our private university is grounded in the liberal arts tradition and is a leader in the health sciences. We offer more than 95 areas of study including a variety of graduate programs and a clinical doctorate in physical therapy. From 1846 forward, we’ve prepared our students to live a life of purpose and meaning through learning opportunities and experiences in a diverse and global society.

http://www.carrollu.edu


Position Details

Administrative Assistant, Communications/Legal/Executive
Job
Part-time
10/3/2018
Southeast Wisconsin
Waukesha, WI

Classification: Support Staff – Part Time – 12 Months – 1040 Hours

Reports to: Associate Director of Communications and Marketing, University Counsel and Risk Manager, Executive Assistant to the President

Description:

This position provides administrative support to the communications and marketing team, university counsel and risk manager, and executive assistant to the president. Duties include project traffic management and client interaction, distribution of printing bids, proofreading and general correspondence, department reception, filing, electronic contract facilitation and other administrative duties as assigned.

Responsibilities:

  • Process all incoming university communications and marketing project requests, to include print/digital, public relations, graphic design, photography, videography, etc. 
  • Maintain an electronic database of projects and track/update on progress to ensure the marketing team is on schedule with deliverables. 
  • Interact with clients regarding the progress of projects. 
  • Assist communications and marketing strategist in prioritizing projects based on real-time workflow.
  • Gather information as directed to move projects toward completion.
  • Edit, format and submit campus events to local and regional events calendars.
  • Fulfill campus requests for logos, brand guidelines and other general information requests.
  • Coordinate the schedules of campus photographer and videographer at events/activities.
  • Work with designers to compile bids for printing. Follow up with clients to receive samples of printed projects for department archives.
  • Prepare correspondence.
  • Facilitate electronic contracts and maintain files.
  • Serve as receptionist.
  • Transcription of audio and proofreading.
  • Initiate and track purchase orders and invoices.
  • Schedule appointments, meetings and room reservations.
  • Maintain inventory and order office supplies.
  • Assist at events as needed.
  • Other general office duties as assigned.

Education and Experience:

  • High School Diploma/GED required
  • Bachelor’s degree preferred but not required; equivalent experience considered
  • 2 – 5 years’ experience as an administrative assistant; experience in an agency or marketing/communications department a plus
  • Experience in project traffic management and using workflow systems
  • Proficient in MS Office Programs (Word, Excel, Outlook and Powerpoint) 

Human Relations Skills:

  • Ability to juggle multiple projects without sacrificing quality or accuracy
  • Analytical, organized, and detail-oriented
  • Comfortable working in a fast-paced, deadline-driven environment
  • Excellent interpersonal and communication skills, both written and oral
  • Customer-service oriented
  • Candidates must be willing and able to support and advance the University mission

Carroll University does not discriminate in any manner contrary to law or justice on the basis of race, color, sex, age, religion, sexual orientation, national origin, disability or veteran’s status in administration of programs or in the employment of faculty and staff. EOE.



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