Administrative Assistant Alumni and Community Engagement; ACE Unit & AVP

Reporting to the Associate Vice President for Alumni and Community Engagement, the Administrative Assistant performs specialized work of high complexity and variety, coordinating multiple projects with sensitivity to complex timelines and providing support to the Associate Vice President, directors, and other staff within the Alumni Community Engagement (ACE) unit.

The Administrative Assistant assists the department with the management of the Special Events, Commencement, and Annual Giving budgets, payments, and requisitions. Other duties include AVP calendar management, student assistant hiring, and travel processes. As the main point of contact, this position provides excellent customer service to visitors, faculty, students, alumni, and staff by assisting them with inquiries. Working independently under general supervision, the assistant acts as the primary contact and resource person for the Alumni and Community Engagement Department.

• Manage daily operations of the Associate Vice President’s office and support the Alumni Community Engagement units.
• Serve as backup resource for University Advancements front desk, ensuring full coverage for visitors.
• Coordinate with Presidents or Vice Presidents offices when scheduling meetings or following up on pending documents or inquiries.
• Coordinate travel accommodations and timely reimbursements for the AVP and ACE staff.
• Use general office tools and products (MS Office, Google Suite, email, printers, copiers) and merge documents, create labels, and forms.
• Maintain AVP calendar and coordinate meetings with division team members and other university constituents.
• Create agendas, participate in departmental meetings, and prepare meeting materials as requested.
• Follow project timelines, processes, and keep stakeholders informed of next steps; prepare progress reports and inform supervisor of status and deviations.
• Act as a cross‑functional team member fulfilling department‑wide administrative assistant needs.
• Handle all personnel processes for student assistants in the ACE unit (hiring, separation, annual job record maintenance, summer break changes).
• Work with managers of student assistants to ensure timely submission of timesheets and approvals.
• Process all travel and personal reimbursements for the AVP and ACE staff.
• Track the budgets of Annual Giving and Special Events (including Presidents Special Events) and Commencement throughout the fiscal year in collaboration with the Director of Financial and Administrative Services.
• Record all expenditures, invoices, requisitions, change orders, and contracts for Annual Giving, Special Events, and Commencement; serve as the resident data expert.

• Excellent oral and written communication skills with a diplomatic demeanor for serving staff, administration, and the public.
• Ability to work independently as well as cooperatively with varied teams.
• Capacity to handle multiple concurrent projects in a deadline‑driven environment.
• High level of initiative, attention to detail, and exceptional organizational skills.
• Working knowledge of software applications:
  Microsoft Office (Excel focus) and Google Suite.
• Ability to set priorities, organize, plan work and projects, make independent decisions, and complete projects accurately with minimal supervision.
• Strong analytical skills.
• General knowledge of business administration.
• In‑depth knowledge of budgetary procedures (budget preparation, planning, reconciliation, reporting, analysis, and payment processing).
• Professional and respectful communication with constituents.

• Bachelor’s degree in a related field.
• Relevant education and/or experience that demonstrates the knowledge and abilities described above; can be substituted on a year‑for‑year basis.

• Two continuous years of administrative work in a large organization.
• Experience managing executive and/or staff calendars and schedules.
• Experience in purchasing, processing, and paying for goods and services.
• Experience with standard office software (MS Office, People Soft, Adobe Acrobat, Google Suite, website management).
• Experience in general accounting…