St. John’s established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; 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.  As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.   

 IR TECHNICAL ASSISTANT 

DEPARTMENT: INSTITUTIONAL RESEARCH   

CAMPUS:  Queens 

JOB SUMMARY:  

Reporting to the Director of Institutional Research (IR), the role will provide administrative and clerical support for the Office of Institutional Research. This position will assist with the day-to-day operations of the office including compiling data for institutional reports and surveys.  

ESSENTIAL FUNCTIONS:  

Assisting with preparation and dissemination of reports and presentations as needed.  

Compile and complete data requests such as reports included in the University Fact Book, brochures, enrollment reports, course evaluations, institutional surveys and assessment reports.  

Handle all IR office functions including providing telephone coverage for administrators; ordering office supplies; scanning and filing; monitoring mail; coordinating electronic check requisitions and related items.  

Handle employment and other activities for IR graduate assistants and student workers including recruiting; approving electronic time sheets and maintaining time records; coordinating contracts for graduate assistantships; organizing and developing orientation programs; and providing general oversight particularly in regard to answering the phones, attendance, punctuality, and general office demeanor. 

Coordinate all issues with IT and Facilities, and follow-up as needed.  

Schedule meetings and webinars for the office including weekly IR Team meetings. 

Monitor Institutional Research’s email account and disseminating data and other requests as appropriate in a timely manner. 

Maintain Institutional Research’s website; upload reports and documents as necessary.  

Serve as the Secretary of the Data Integrity(DI) Committee: 

• Provide the necessary support and coordination for the successful running of the Data Integrity Committee.
• Prepare, review, and distribute minutes of the meeting within two weeks of the meeting.  
• Maintain the DI listserv. 
• Maintain membership to the committee. 
• Assist new members in obtaining access to the DI drive. 
• Maintain the DI Standards Document and inform the DI committee, through the listserv, of ‘major’ announcements and maintain copies for records.

Perform other duties as assigned by the Director of IR. 

COMPETENCIES

• Proven performance with Microsoft Office 365 applications with specific knowledge of Excel and experience with Adobe Acrobat  
• Effective written and verbal communication skills 
• Excellent interpersonal skills; ability to work effectively with a diverse group of constituencies in the University 
• Highly motivated with the ability to analyze and organize 
• Ability to manage multiple tasks and consistently meet tight deadlines while focused on details  
• Excellent follow through and persistence, demonstrate accountability and take ownership for achieving results, show initiative and be resourceful, as well as the flexibility to perform successfully though changing priorities 
• Dedicated to student service goals as well as our Vincentian Mission

WORK ENVIRONMENT 

This position operates in a professional office environment. This role routinely uses standard office equipment such as personal computers, printers, etc. 

PHYSICAL DEMANDS 

While performing the duties of this job, the employee is occasionally required to stand; reach with hands and arms; climb stairs; bend and stretch to file documents. The employee must work on a computer. 

POSITION TYPE/EXPECTED HOURS OF WORK 

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m.  

TRAVEL 

Travel is primarily local and may include visits to the other NY campuses or to local institutions for occasional meetings.  

REQUIRED EDUCATION AND EXPERIENCE:  

• Bachelor’s Degree or equivalent work experience 
• 1-2 years of experience in an administrative office (or equivalent)

OTHER DUTIES 

• Please note this job description is not designed to cover or contain a complete listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events. 

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. 

Required Skills Required Experience

High school diploma or equivalent required; bachelor’s degree preferred with 3+ years’ experience in legal word processing or legal field

Advanced knowledge of MS Office programs including Word, Outlook, Excel and PowerPoint

Minimum typing speed of 60 wpm with 95% accuracy

Excellent verbal and written communication skills

Ability to work through complex legal document markups and instructions in a timely and accurate manner

Ability to prioritize various requests and deadlines simultaneously

Ability to interact with client and team members in a professional and respectful manner at all times

Flexibility to work overtime

OTJ-MAN