Administrative Assistant in the Wendt Center

Job Overview

The University of Dubuque is a growing faith-based University that is seeking a full-time Administrative Assistant in the Wendt Center. The University of Dubuque offers an excellent benefits package including tuition remission, paid holidays, vacation and sick time, and a retirement match.

Position Summary:

The Administrative Assistant is a vital member of the Wendt Center for Character and Leadership, providing administrative and programmatic support aligned with the Center's mission to cultivate good character and lives of purpose. The Administrative Assistant coordinates logistics, hospitality, data management, and events that support transformative student and campus programming. This position plays a key role in implementing the Center's five strategic grant goals and requires a proactive, highly organized individual who is both detail-oriented and people-centered. Flexibility, discretion, and a commitment to the University of Dubuque's values are essential. This position is supported by grant funding and will begin on August 1, 2025, continuing through June 30, 2028.

Primary Responsibilities:

• Serve as the first point of contact for the Wendt Center, ensuring a hospitable, inclusive, tidy, and friendly office atmosphere
• Manage calendars, appointments, and schedules for the Center Director and Wendt staff
• Oversee the organization of office systems and files
• Ensure appropriate purchases are made in support of our programming and reflecting good stewardship
• Track, maintain, and reconcile Center budgets and financial records
• Update and maintain the annual report and supporting records throughout the academic year
• Process contracts, invoices, and travel arrangements for speakers, mentors, and external partners
• Handle routine errands such as walking to the mailroom and other campus offices
• Assist in coordinating logistics (invoices, room requests, food and catering orders, etc.) for Center programming, including events, retreats, lectures, showcases, and collaborative campus activities
• Pick up orders at local businesses, like Hy-Vee and Sam's Club for Scholar, Ambassador, and Pathways to Purpose, and other related programming
• Support the delivery of new initiatives including the revised Wendt Scholars program, Wendt Ambassadors, and the Pathways to Purpose Program
• Prepare materials and resources for workshops, meetings, and community engagement efforts
• Maintain accurate records for Wendt Scholars and co-curricular program participants
• Track participation, compile data, and support internal and grant-related reporting
• Support implementation and documentation of assessment tools such as surveys
• Assist in creating and distributing Center communications including newsletters, promotional materials, and event announcements. Maintain up-to-date contact lists for campus and community partners
• Support the Center's digital presence (e.g., website updates, social media posts) in collaboration with the Assistant Director of Wendt Center
• Serve as a liaison between the Center and faculty, staff, students, and external collaborators. Coordinate scheduling, communications, and records for Wendt scholar mentors, faculty grantees, guest speakers, and advisory board members
• Provide support for initiatives aligned with the Center's external engagement strategy (e.g., regional conferences, tri-state institution collaborations)
• Perform other duties as assigned in support of the University's Mission

Skills and Abilities:

• Commitment and understanding of the University of Dubuque's Mission
• Strong interpersonal, verbal, and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent attention to detail and ability to manage multiple priorities
• Strong organizational, time management, and problem-solving abilities
• Team-oriented, adaptable, and self-motivated with a collaborative mindset
• Familiar with data collection tools such as forms on Google and Microsoft
• Knowledge of Canva, and/or basic website or digital media editing tools, is a plus
• Ability to remain seated at a workstation for extended periods of time
• Ability to walk moderate distances on campus (e.g., to mailroom or event sites)
• Ability to lift and carry materials up to 20 pounds occasionally (e.g., program supplies)

Qualifications:

• Associate Degree Required; Undergraduate Degree Preferred
• Experience in higher education or character development work
• Minimum 1-3 years of administrative, project coordination, or event planning experience
• Driver's License required

To apply with a growing faith-based University for the Administrative Assistant in the Wendt Center position, please submit a UD Employment Application with an attached cover letter, resume, and three professional references or email application materials to HR@dbq.edu.

Applications from qualified persons with diverse backgrounds and cultures, including women and persons of color, are welcomed. AA/EEO. For more information regarding the Jeanne Clery Act, please go to https://www.dbq.edu/SafetySecurity/JeanneCleryAct/.