Admin Assistant, Rome

St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations. 

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world. 

Department 

European Campuses 

Specific Job Title 

Administrative Assistant, Rome 

Reports to 

Executive Director of Operations and Information Technology, Europe 

Campus 

Rome 

Job Summary 

St. John’s is a Catholic, Vincentian, metropolitan, global, and anti-racist institution. In service of this mission, St. John’s University is dedicated to ensuring that all students have access to global academic experiences independent of means or desire to travel. 

The Administrative Assistant, Rome will provide effective and efficient organizational and administrative support to administrators, faculty, and students. This position is a shared office support resource and reports directly to the Executive Director of Operations and IT, Europe. 

Essential Functions 

Administrative & Operational 

• Provide reception services and serve as the first line “face” of the University, offering a friendly and professional welcome to walk-ins, phone callers, and incoming emails on the general University email info account.
• Operate in close cooperation with Officers at Security Desk.
• Assist in setting up, maintaining, and operating filing systems and records; perform related data entry, in cooperation with several departments (Academics, Finance, Information Technology, Legal, Public Safety, and others); professionally manage personal and sensitive information in accordance with GDPR guidelines; manage log systems, ID archives, and check-in/out systems.
• Maintain and facilitate communication flow, both internal and external, inbound, and outbound. This includes collecting and properly addressing information requests; preparing information packages, maintaining bulletin boards (physical and digital); effectively disseminating official information and announcements internally and externally; and maintaining info stands and published (physical and digital) material.
• Provide print services and signage (production/updating booklets, forms, flyers, brochures, sign inserts, and others) and ensure consumables such as toner, paper, etc. are in place.
• Assist with document drafting, authoring, and destruction, as per code.
• Manage the University phone lines {including emergency and service mobile phone lines}, physical mail system, and general mailbox.
• Manage administrator’s calendars as requested.

Library and Supply Management 

• Perform library management and related tasks: maintenance of library collection, signing in/out of books and audio-video material.
• Manage office supplies – inventory, order processing, and distribution.
• Manage residence supplies – inventory, order processing, check-in/out system, and distribution.

Social Media and Events 

• Assist Social Media Manager in producing/updating the website, newsletters, and various social media platforms, using university produced content.
• Assist in content production: photos, videos during on-site and off-site events.
• Operate online event participation (subscription/cancellation/attendance logs), advertising (event calendars, email/app/website), and management (reminders, scheduling, emailing) tools.
• Assist in managing event payments.
• Accompany students to off-site events (visits, excursions, etc.)

Academics and Faculty Support 

• Assist in creating academic calendars and grids, classroom assignments and space reservation.
• Perform classroom setup, including room/furniture layout and supplies.
• Provide class material preparation and exam proctoring as requested.
• Assist IT Tech Support by providing first-level class technology support: AV equipment (projectors, audio systems), basic desktop computer support.

Residence and Student Life Support 

• Provide Student Orientation support (including arrivals, check-ins, logging, attendance management, events setup, neighborhood tours, managing welcome packages and information material)
• Assist with periodic maintenance (including accompanying external service providers to the campus residence floor).
• Assist with/perform health and safety inspections in residential areas (if requested)
• Provide residence support duties (including linen exchange, eKeys checks pre/post residents check- in/outs, lockouts management, others)
• Serve as part of a 24/7 on-call student emergency response rotation. Coordinate responses to emergencies consistent with SJU’s emergency response protocols as needed.

Supervision 

• Supervise student workers.

Competencies 

• Strong customer service and intercultural skills.
• Courtesy, tact, and the ability to establish and maintain effective working relationships with people in a multicultural environment and with a geographically dispersed team.
• Ability to learn new processes and procedures and adapt to change.
• Comfort in working across departments, both independently and in complex teams.
• Strong multitasking, priority setting, organization skills.
• Strong written, verbal, and presentation skills, both in English and Italian.
• Familiarity with standard office equipment, digital and otherwise.
• Good judgment and initiative.

Work Environment 

This position operates in a professional office environment. This position requires you to use standard office equipment such as personal computers, printers, etc. 

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education. 

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law. 

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