VP Administrative Assistant

VP Administrative Assistant

This position oversees and executes operational and administrative functions supporting VP Administration financial processes, reporting activities, donor and volunteer stewardship initiatives, and Vice President-initiated projects. Responsibilities include managing financial transactions and compliance activities, coordinating donor and volunteer recognition programs, and providing administrative and logistical support to the Vice President's Office in collaboration with members of the VP Administrative team.

Financial Operations, Compliance, and Asset Management

• Oversee and execute financial operations and reporting for VP Administration, ensuring accuracy, compliance, and timely reporting:
• Reconcile BOA Transactions, and resolve discrepancies;
• Follow up with vendors as needed regarding receipts, documentation, and transaction support;
• Process and manage cash and mileage reimbursements in MFG;
• Manage Gift Inventory tracker in accordance with GMUF guidelines; and
• Coordinate physical inventory intake, tracking, and reconciliation.

Donor, Volunteer, and Stakeholder Recognition Support

• Provide administrative and logistical support for donor and stakeholder recognition initiatives, including the coordination of gifts and other expressions of appreciation on behalf of the Office of the Vice President for Advancement:
• Lead and independently manage the annual donor and volunteer gifting program, including planning, distribution, tracking, and fulfillment;
• Coordinate the procurement, tracking, and delivery of gifts, recognition items, and sympathy acknowledgments, as needed;
• Support donor appreciation and other stewardship initiatives throughout the year; and
• Maintain accurate records of purchases, deliveries, and related expenditures.

Executive and VP Administration Support

• Provide ongoing administrative and logistical support to the Vice President and VP Administration team:
• Provide backup administrative support for the Vice President during the Executive Assistant's absence;
• Coordinate VP travel arrangements under the direction of the Executive Assistant;
• Assist with the entry of contact reports in Patriot Force;
• Support meeting logistics, including room setup, catering coordination, and day-of-event support, as needed;
• Manage basketball ticket administration and related tracking; and
• Stock, organize, and maintain the VP's office to ensure a clean, professional, and well-functioning workspace.

Required Qualifications:

• Excellent writing and communication skills;
• Skill in meticulous, detail-oriented work;
• Basic understanding of internal controls and compliance;
• Experience working in a high-volume, fast-paced office;
• Ability to perform duties under limited supervision and limited time frame;
• Demonstrated problem-solving abilities;
• Solid computer skills, including Microsoft Office Suite;
• Demonstrated outstanding oral, written, and interpersonal skills;
• Ability to handle sensitive and confidential matters with discretion and tact;
• Demonstrated, detail-oriented clerical skills;
• Ability to multi-task, prioritize work, and meet deadlines;
• Experience in a finance, accounting, or administrative support role;
• Basic knowledge of financial reconciliation and transaction tracking;
• Experience handling confidential information; and
• Experience writing general correspondence.

Preferred Qualifications:

• Knowledge of accounting principles;
• Bachelor's degree in a related field;
• Experience in higher education; and
• Experience using financial or ERP systems (e.g. MFG).