Administrative Assistant

Salary Range

Salary Range Starting Hourly Wage $20.50; commensurate with experience

The Administrative Assistant provides administrative support to the Associate and Assistant Vice Presidents and the broader Office of Advancement. Responsibilities include but are not limited to personnel‑related projects, special projects, administrative support, and problem solving for the day‑to‑day operations. The Administrative Assistant will provide high‑level management, coordination and implementation of administrative and operations related functions while working independently with a high degree of professionalism and confidentiality.

This position is essential to the execution of administrative functions within the Office of Advancement and works closely with the Executive Assistant to the Vice President for University Relations.

• Oversee and carry out duties associated with scheduling, organizing, and operating complex meetings and events, including arranging for services, overseeing the production and distribution of materials, recording minutes, and administering logistics.
• Develop, maintain, and schedule multiple department and individual calendars.
• Routinely edit, develop, prepare, proofread and/or compose materials for internal or external communications, requiring excellent judgment and discretion.
• Create, maintain, modify, and/or compile complex, often confidential, data and materials for presentations, meetings, and proposals, and which may utilize specialized software or
  systems.
• Provide support for department travel arrangements, expense reporting, and budget
  monitoring.
• Provide administrative support for events other activities related to the Office of
  Advancement.
• Assist the Major Gift Team with creating and coordinating impact reports, presentations,
  digital and print collateral packages for donor meetings.
• Support AVPs with special projects or campaigns which may involve planning, coordinating, analyzing, and making recommendations.
• Provide administrative support for the Office of Advancement with purchase card reconciliation, payments, and reimbursements.
• Assist department managers with time and leave administration duties.
• Oversee planning and preparation for new employee hires in the Office of Advancement.
• Supervise student employees. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment.
• Perform duties associated with providing administrative support and coordinating projects on behalf of the Office of Advancement, including serving as a point of contact and liaison with other University offices/departments and constituents.
• Engage in office manager responsibilities for the Office of Advancement.
• Act as primary contact for the department and provide excellent customer service for in‑person, email, and phone inquiries.
• As necessary, maintain office records in paper, electronic, or archival form.
• Actively contribute to the efficiency and impact of Advancement.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

• Required:
  
  Associate’s degree and three years of related experience.
• Preferred:
  Experience supporting executive‑level positions and teams.
• Or a combination of equivalent education and/or experience.

• None

• Advanced computer skills and demonstrated experience with office software and email
  applications; ability to quickly learn and use new technologies and applications in depth.
• Ability to function well in a busy work environment, working independently and as part of a team. Ability to work independently and to effectively receive supervisory input.
• Proven success in following through with and completing projects, including multiple projects being worked on at the same time.
• Strong orientation towards taking initiative and ownership of projects…