Administrative Assistant

• Support contract process by initiating contracts and tracking contract progress.
• Assist partners at Orbis with hiring new adjuncts and lab instructors.
• Create new hire notifications and follow up with new hires and HR to ensure paperwork is completed.
• Build and maintain faculty, adjunct, and lab instructor personnel files to include updated CVs, licenses, evaluations., Form Es, and Form Fs.
• Support the peer review process to initiate and finalize annual peer reviews of adjunct and lab instructors.
• Track OT license to ensure that faculty, adjuncts, and lab instructors have the necessary licensing to teach in accordance with ACOTE/AOTA.
• Offboard faculty (including adjuncts and lab instructors), including termination notification to HR department, and complete and submit the HR separation checklist.
• Assist the Program Director with updating the course schedule for the Registrar’s Office.
• Document faculty teaching schedules to monitor credit loads.
• Mail student clinical IDs to lab instructors.
• Reserve campus lab space for Minnesota cohorts and update program and room calendars.
• Facilitate the book adoption process.
• Take and archive department meeting minutes.
• Gather data, forms, and documentation for accreditation monitoring.
• Monitor, order, and ship OTA pins for the pinning ceremony.
• Set up a pinning ceremony Jamboard each semester.
• Create CEU certificates or other verification for department training.
• Post department announcements and job postings on Facebook.

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 including:

• Three weeks of accrued vacation time as well as fourteen (14) paid holidays and six paid “gift” days when the university is closed.
• Accrued sick time.
• Free tuition for employees and reduced tuition for their families after one year of service
• Health, dental, and vision insurance
• 403b retirement plan access
• Six weeks of paid parental leave after one year of service

St. Catherine University in St. Paul/Minneapolis, 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.

• High School Diploma or GED
• Ability to organize, prioritize, carry out, and complete tasks (assigned and unassigned) for all the staff and faculty
• Ability to work independently, efficiently, and meet deadlines
• Experience with Microsoft Office programs, databases, and the internet

• Experience in higher education

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.