Administrative Assistant - Alumni and Community Engagement; ACE Unit & AVP

Job Summary

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 a high degree of anticipation and sensitivity to complex timelines. This role provides support to the Associate Vice President, directors and other staff within Alumni Community Engagement (ACE).

• Manages the daily operations of the Associate Vice President’s Office and provides support to the Alumni Community Engagement units
• Serve as the backup resource for University Advancement’s front desk, including assisting visitors to ensure full coverage
• Interact with the President’s Office or Vice President’s offices when scheduling meetings or following up on pending documents or inquiries
• Coordinate travel accommodations and timely reimbursements for the AVP and ACE staff
• Proficiently use general office tools and products such as MS Office, Google Suite, Email, printers and copiers and be proficient in merging documents, making labels and forms
• Maintain AVP calendar, interacting with the division team members and other university constituents to coordinate meetings
• Schedule, create agendas and participate in departmental meetings
• Follow project timelines, processes, and keep others informed of next steps; includes preparing progress reports and informing supervisor of status and deviation from goals
• Act as a cross‑functional team member for department‑wide administrative assistant needs
• Prepare agendas and meeting materials upon request from the AVP
• Responsible for all personnel processes for student assistants for the ACE unit, hiring and separation steps, annual job record maintenance and summer break changes
• Work with managers of student assistants to ensure the timely submission of timesheets and approvals
• Process all travel and personal reimbursements for the AVP and ACE staff
• Work with Director of Financial and Administrative Services and the AVP to track the budgets of Annual Giving and Special events (including President’s Special Events) and Commencement throughout the fiscal year
• Process, record all expenditures, invoices, requisitions, change orders and contracts for Annual Giving, Special Events (including the President’s Special Events) and Commencement. Serve as the resident expert on any data submitted

• Excellent oral and written communication skills with a diplomatic demeanor to provide service to staff, administration and the general public
• Proven ability to work independently, as well as cooperatively and supportively with varied teams
• Capacity to handle multiple concurrent projects simultaneously in a deadline‑driven environment
• High level of initiative, attention to detail and exceptional organizational skills
• Working knowledge of software applications:
  Microsoft Office, with an emphasis in Excel, and Google Suite
• Ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently and timely, complete projects accurately with little or no supervision
• Strong analytical skills
• General knowledge of business administration
• Demonstrated in‑depth knowledge of budgetary procedures related to budget preparation, budget planning, reconciliation, reporting analysis, and processing of payments (including State General Funds and Tower Foundation Funds)
• Ability to communicate with constituents in a professional and respectful manner

• Equivalent to a bachelor’s degree in a related field
• Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis

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