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Office Staff

Below you will find all open office staff positions. If nothing appears, there are no available listings. Please note that a background check is required on selected candidates. Westminster College is an Equal Opportunity Employer.



POSITION:  Administrative Assistant to the Office of Alumni Engagement

DEPARTMENT:  Institutional Advancement/Alumni Office

FLSA:  Non-Exempt

REPORTS TO:  Executive Director of Alumni Engagement

POSITION SUMMARY:

Under the general direction of the Director of Alumni Engagement, provides administrative support to the Alumni Engagement Office, assists in correspondence and planning process of the office, serves as the office manager.

ESSENTIAL FUNCTIONS:

  1. Directs the departmental accounting activities by keeping track of money received, annual fund donation transfers, credit card statements and timely payment of expenses.
  2. Assist the Alumni Office by providing support for general office administration, to include daily correspondence, answering telephones, welcoming visitors, ordering supplies and supervising student workers. 
  3. Assist with the alumni/campus event process by sending invites and tracking responses.
  4. Assist and handle special event details such as hotel reservations and special requests of alumni.
  5. Assist with communications by providing support of letter writing, updating of website and email support.
  6. Assist with Class Agent Alumni Program by providing administrative support.

JOB REQUIREMENTS:

  • Education:  High School diploma or GED required; earned college credit preferred.
  • Experience:  Minimum of two years of administrative assistant experience or equivalent.
  • Skills:  Strong professionalism.  Strong organizational and interpersonal skills.  Attention to detail and excellent written and personal communication skills are required.  Solid computer skills are necessary.  Ability to work as a team player with various campus departments is critical.  Ability to multi-task, meet deadlines, think/act strategically, maintain confidentiality, prioritize tasks and manage multiple projects at the same time is required.

SUPERVISORY RESPONSIBILITIES:  Supervise student workers in their daily activities.

OTHER RESPONSIBILITIES:  Additional responsibilities as assigned by the Director.

EQUIPMENT TO BE USED:  Must be able to operate the computer and all of the associated software, including Microsoft Office and Razors Edge and office machines such as a copier, fax machine and multi-line phone.

TYPICAL PHYSICAL DEMANDS:  Requires sitting, standing, bending, lifting and reaching.  Requires manual dexterity sufficient to operate standard office machines such as computer, fax machine, telephone and copy machine.  Requires normal range of vision and hearing.

WORKING CONDITIONS:  Office is located in a climate controlled building.

HOW TO APPLY:

Please sent your application, cover letter and resume with a list of three professional references to:  lisa.reffett@westminster-mo.edu or mail to Westminster College, Attn:  Lisa Reffett, Director of HR/Compensation, 501 Westminster Avenue, Fulton, MO  65251.  Applications will be accepted until the positin is filled. EOE


POSITION: Administrative Assistant to the Office of Academic Affairs

DEPARTMENT: Academic Affairs

FLSA: Non-Exempt

REPORTS TO: Senior VP of the College/Dean of Faculty

POSITION SUMMARY:

Provides administrative support to the Senior VP/Dean of Faculty, the Associate Dean of Faculty, the Registrar’s Office, and the Faculty.

ESSENTIAL FUNCTIONS:

  • Provide administrative support for the Senior VP and Dean of Faculty, Associate Dean, and Faculty.

    • Administrative support for Faculty: Duties includes managing the notification system for canceled classes including the Class Cancellations Hotline; maintaining log for faculty sick leave; providing support for faculty searches; managing IDEA distribution and collection; and other projects as requested by faculty.

    • Associate Dean: handling correspondence (e.g., academic probation and warning letters), scheduling appointments, assisting with RMS postings, and maintaining the electronic calendar; maintaining the Advising Handbook and advising folders; providing clerical support for pre-registration; and special projects as assigned.

    • Dean of Faculty: posting College Duty requests and other tasks as needed by the Senior VP/Dean of Faculty and the Executive Assistant to the Dean.

  • Assist the Registrar’s Office

    • Registrar’s Office: Duties include managing and maintaining student files (including preparation of student files for microfilming, filing, shredding, etc.) and assisting with preparation and distribution of new student summer registration files. Assist with various other clerical tasks as needed, to be determined by the Registrar.

  • Serve as primary receptionist for visitors to the Academic Affairs area.

    • Primary receptionist: Duties include greeting all customers (students, faculty, staff, and visitors) who enter the office, answering the telephone for the Associate Dean and covering other telephones, as needed, and resolving customer needs in an efficient, courteous, and professional manner. Responding to student inquiries and directing students to appropriate forms, etc. Opening the office suite first thing in the morning and securing it at the end of the day. Maintaining the needs for general office functions such as processing mail, receiving and distributing facsimiles, and maintaining paper supply in printers.

  • Supervise student help.

    • Supervise student help: Supervising student workers in general office administrative tasks, such as shredding of confidential documents, file maintenance, typing, etc. as needed.

JOB REQUIREMENTS:

  • Education: High School Diploma or equivalent; some college preferred.

  • Experience: Previous administrative office experience required. Minimum of 2-3 years of experience preferred.

  • Skills:
    • Excellent oral, written, and interpersonal communication skills
    • Ability to communicate effectively with a wide constituency, whether in person, over the phone, or electronically
    • Sincere dedication to exceptional customer service
    • Ability to produce high quality, accurate work in a fast paced environment
    • Ability to multitask and provide attention to detail
    • Ability to organize and prioritize
    • Ability to work as a member of an office team in a professional and friendly manner
    • Experience with and ability to handle sensitive and/or confidential information
    • Proficiency in Microsoft Word, including ability to edit and format large documents and perform mail merges
    • Proficiency in Microsoft Excel
    • Proficiency with Microsoft Access database entry, maintenance, and report generation
    • Ability to maintain electronic calendars in Microsoft Outlook

SUPERVISORY RESPONSIBILITIES:

Supervision of work-study and college employment students.

OTHER RESPONSIBILITIES:

Duties as directed by the Associate Dean of Faculty, the Dean of Faculty, and the Registrar.

EQUIPMENT TO BE USED:

Must be able to operate a personal computer and all of the associated software used at the college.  Must be able to operate office machines such as the fax, telephone, copy machine, and typewriter.

TYPICAL PHYSICAL DEMANDS:

Sitting, standing, reaching, and bending.  May require light lifting.  Requires normal range of hearing and vision.

WORKING CONDITIONS:

Climate controlled building in an office setting, 7:30 a.m. to 4:30 pm, including a one-hour lunch from 11:30 to 12:30 each day. 

HOW TO APPLY:
Please send your application, cover letter, and resume with a list of three professional references to:lisa.reffett@westminster-mo.edu or Westminster College, Attn: Lisa Reffett, Director of HR/Compensation, 501 Westminster Avenue, Fulton MO 65251. Applications will be accepted until the position is filled. EOE



POSITION:  
Administrative Assistant for Residential & Greek Life

DEPARTMENT:  Student Life

FLSA:  Non-Exempt

REPORTS TO: Associate Dean/Director of Residential and Greek Life

Job Summary:

The Administrative Assistant for Residential & Greek Life (RGL) will serve as the primary departmental support staff person for the Associate Dean/Director of RGL and Assistant Director of Greek Life/Recreation Services. Under the general direction of the Associate Dean/Director, the administrative assistant will serve as the first contact for all departmental constituents (including students, families, faculty, staff and friends of the College), and will coordinate all major administrative tasks. This position will have frequent contact with students, so it is imperative that administrative assistant maintain productive, professional rapport while working with college students in varying degrees of need and/or crisis.

Required Qualifications:

  • Education: Associate's Degree required.
  • Experience: Previous office experience preferred.
  • Skills: Ability to work in a fast-paced environment, must be detail oriented, possess exceptional critical thinking and problem solving skills, strong customer service philosophy and excellent verbal and written communication skills. Candidate must also be able to maintain a high degree of discretion and confidentiality.


Preferred Qualifications:
Education: Bachelor's Degree preferred.
Experience: Previous support staff/office management experience preferred.

Job Description:

  • Assist the Associate Dean/Director in supervising the daily operation of the office by scheduling meetings and appointments, processing mail, composing and editing correspondence, answering the phone and serving as a general receptionist. This may also include the hiring, training and supervision of student employees.
  • Serve campus constituents by answering questions, providing mediation services, or offering direction and referral to other campus departments when necessary.
  • Maintain housing and meal plan records for the institution, including the completion of the Census Report each semester. This includes determining residency of students, assisting with the coordination of room selection and/or housing assignments, updating housing records (both internal and external to department), and issuing all housing correspondence to new and returning students.
  • Serve as the primary Student Life module manager in the all-campus information database.
  • Manage the campus identification card issuance process and computer system.
  • Maintain constant communication with primary stakeholder departments, including: Campus Safety & Security, Fresh Ideas (campus dining), Plant Operations, Information Technology (IT) and the Business Office.
  • Provide administrative support to campus programs, such as New Student Orientation, room selection, housing opening and closing processes, early arrival approvals, or Resident Advisor (RA) selection and/or training

EQUIPMENT TO BE USED:
Must be able to use the computer network system which includes Microsoft Office and other software packages. Must be able to operate typical office equipment such as copy machine, telephone, and fax machine. Must be able to operate office machines such as the fax, telephone, copy machine, and typewriter.

TYPICAL PHYSICAL DEMANDS:
Requires sitting, standing, reaching, and bending. May require light lifting up to 50 lbs. Requires normal range of hearing and vision. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machine, calculators, telephone and office equipment. May also require activities such as setting up tables and chairs or other work related to setting up facilities.

WORKING CONDITIONS:
Climate controlled building with private office at most times. This person will also be outside, in other buildings and in various work situations. This position would require occasional work responsibilities on evenings and weekends throughout the year.

How To Apply:
Please send your application, cover letter, and resume with a list of three professional references to: lisa.reffett@westminster-mo.edu or Westminster College, Attn: Lisa Reffett, Director of HR/Compensation, 501 Westminster Avenue, Fulton MO 65251. EOE.

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