Position Title: Administrative Assistant
Job Type: Full-Time
Division: Institutional Advancement
Supervisor: Vice President for Institutional Advancement
Major/Essential Duties of the Job:
Under general supervision of the Vice President for Institutional Advancement, the Administrative Assistant performs a variety of administrative and staff support for the Vice President for Institutional Advancement, which requires a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Assists in plans and coordination of special events from inception to completion. Schedules related activities and facilities. Prepares and maintains required documentation. This position will also work in conjunction with the President’s office and their Executive Assistant. Budget and database support will also be required. This position is also a forward-facing position, requiring hospitality and diplomacy.
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- Serve as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational issues.
- Assist with Advancement events including, but not limited to, homecoming, mini reunion gatherings, fall and spring commencement receptions and exercises, Alumni Association board and committee meetings, regional alumni gatherings and all budget functions related to these events.
- Provide support through arranging meetings, managing calendars, facilitating donor and alumni correspondence and corresponding data entry in Raisers Edge database, and entering call reports.
- Travel preparation for VPIA, Director of Alumni Relations, and on occasion for the President when traveling on alumni relations and/or development trips including hotel, car, and flight arrangements, research and preparation of donor profiles and travel notebooks, occasional assistance with setting alumni/donor meetings.
- Provide administrative support for the department such as answering telephones, coordinate departmental and Vice President’s calendar, assist visitors, help resolve problems and inquiries, and hires and manages student workers for the university switchboard
- Operate personal computer to access e-mail, electronic calendars, and other basic office support software, compose and edit correspondence and/or memorandum. Use various software applications such as spreadsheets, relational database, and graphics packages to assemble, manipulate and/or format data and/or reports. May prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
- Assist department administrators in problem solving, project planning, and development and execution of stated goals and objectives.
- Maintain files relating to Institutional Advancement.
- Provide coordination, which includes problem-solving, decision-making, and interaction with campus personnel and local vendors.
- Prepare monthly budget reports and distribute to team members.
- Work independently and within a team on special projects at the request of the Vice President.
- Support VPIA staffing of Board of Trustee Committees.
- Hire and supervise scheduling of work study student, ensuring the best possible coverage and project assignment.
- Perform a variety of clerical duties in support of Advancement including, but not limited to, filing, preparing mass mailings (e.g. letters, invitations, programs, etc.), processing out-going and in-coming mail, and ordering office supplies, name-tags, and business cards.
- Be proactive in anticipating and seeking out information related to the immediate priorities of the Director of Alumni Relations and the VP for Advancement.
- Assist with data integrity projects as assigned by the Director of Advancement Services.
- Perform miscellaneous job-related duties as assigned.
Required Education & Experience:
- Ability to organize and manage a diverse range of assignments and projects with high efficiency, yet give thorough attention to detail and follow through.
- Demonstrate strong communication skills, both oral and written.
- Resourceful and independent, but comfortable working within the framework of an integrated development program and team-oriented environment.
- Ability to adjust to changing priorities and meet deadlines.
- Ability to handle sensitive and confidential information appropriately and with discretion.
- Be proactive in anticipating and seeking out information related to the immediate priorities of the development office.
- Possess strong attention to detail.
Associate degree, some college hours, or equivalent combination of college coursework and experience in the areas of database management, marketing, communications and/or fundraising.
Demonstrate competence in a variety of computer applications, including Microsoft Office Excel, Word, and PowerPoint. Familiarity with database operations is a plus.
Bachelor’s degree and previous experience working in a development office within a university setting is idea