"Executive Assistant to the Dean"

Position Summary

The School of Theology and Seminary at Saint John's University invites applications for a full-time (1.0 FTE), benefit-eligible position of Executive Assistant to the Dean.

Why Join Us?

The College of Saint Benedict and Saint John's University offer a competitive and comprehensive benefits package for full-time employees, including:

• Health, Dental, and Vision Insurance
• 18 Paid Holidays Annually
• Generous Vacation and Sick Leave
• Life and Long-Term Disability Insurance
• Tuition Remission for Eligible Dependents
• Employer Contributions to a Retirement Plan
• Employee Assistance Program with access to free or discounted counseling, legal guidance, financial coaching, and more

Join a committed team dedicated to safety, community, and service in a supportive and values-driven work environment.

To learn more about our benefits, visit mycsbsju.edu/jobs.

Under the supervision of the Dean of the School of Theology and Seminary (SOT/Sem), this position is part of a team that supports the administrative life of the school, ensuring effective scheduling and flow of communication in and out of the dean's office. The position coordinates with the directors of Admissions, Development, Formation, Grants, and Student Services to ensure strong communication across departments and maintain regular meeting cadences. The Executive Assistant also provides general support to faculty and staff through management of the department office and supervision of student employees. In addition, the position coordinates meetings of the SOT/Sem Board of Regents, maintains institutional data for the school, and oversees logistics for SOT/Sem public events. This person is often a first point of contact for SOT/Sem constituents and serves as a vital ambassador for the school.

Institutional Inclusion Visioning Statement

The College of Saint Benedict (CSB) and Saint John's University (SJU) believe that an excellent liberal arts education requires an understanding and appreciation of cultural difference and that everyone deserves to feel safe and morally valued. To that end, we will challenge our own practices and systems. Our commitment to an inclusive environment will be incorporated into all decision-making processes. We dedicate ourselves to cultivating an equitable, inclusive community founded on respect for all persons.

CSB and SJU offer competitive salaries and a comprehensive benefits program. For further information regarding our institutions, visit CSBSJU.

Responsibilities

Communication

• Coordinate timely and accurate dissemination of information from the School of Theology and Seminary (SOT/Sem) to internal and external stakeholders, including producing the monthly newsletter.
• Serve as primary liaison for communicating school events and activities to relevant departments within Saint John's University.
• Maintain and update the SOT/Sem master calendar to ensure accurate scheduling of events and activities.
• Draft, edit, and manage correspondence on behalf of the Dean's Office, including email communications.
• Maintain and update distribution lists for students, faculty, staff, and affiliated departments.

Administrative Coordination

• Manage and schedules the Dean's calendar
• Organize recurring internal and external meetings, including preparing and distributing agendas, minutes, and supporting materials.
• Provide administrative support to the Dean by assisting with updates to departmental job descriptions and organizational charts as requested, and maintain accurate records of departmental policies
• Support faculty and staff in assessment processes by collecting, organizing, and preparing materials for annual reviews, reports, and accreditation self-studies.

Office Management

• Recruit, hire, train, schedule, and supervise student employees to ensure effective office support.
• Oversee procurement and inventory of office supplies and equipment for all departments.
• Coordinate expense reporting and reimbursement processes for faculty, staff, and guests.
• Arrange travel, lodging, and event logistics for visiting guests, job candidates, and conferences sponsored by the SOT/Sem.
• Maintain organized office records and filing systems in compliance with institutional policies.

Board of Regents

• Schedule and coordinate meetings for the Board of Regents and its committees.
• Prepare and assemble meeting materials; ensure timely distribution to board members.
• Maintain and archive official board records, agendas, and minutes.
• Provide logistical and administrative support for board activities, ensuring smooth operations and compliance with governance standards.

Special Events and Hospitality

• Provide professional hospitality for guests of the school and the Dean's Office.
• Assist in planning and executing special events, conferences, and activities as needed.

Other duties as assigned.

Qualifications

• Post-secondary education or 2 or more years of related administrative experience.
• Training or coursework in theological studies preferred.
• Background working in a church or ministry related organization preferred.
• Proficiency with office technology and scheduling tools (e.g., Microsoft Office Suite, calendar management systems).
• Strong organizational skills with attention to detail and accuracy.
• Excellent written, oral, and interpersonal communication skills.
• Proven ability to manage multiple priorities and meet deadlines.
• Ability to coordinate communication among diverse stakeholders.
• Capacity to incorporate feedback into projects and responsibilities.
• Ability to maintain strict confidentiality and professional standards.
• Commitment to the mission and vision of the SOT/Sem

Physical requirements:

• Requires working at a computer for extended periods, including typing, reading from a screen, and using various software programs essential for the role.
• Occasionally required to lift or move items up to 10 pounds.

Travel requirements:

Occasional travel between the campuses of the College of Saint Benedict and Saint John's University.