Administrative Assistant to VP University Advancement

Job No: 497541

Full Time/Part Time:
Full-time

Location:

South Orange

Categories:
Administrator

The Administrative Assistant provides administrative and operational support to the Office of the Vice President for University Advancement and the Division of University Advancement.

The position coordinates communications, scheduling, meetings,financial transactions, travel arrangements, and donor stewardship activities to ensure the efficient functioning of the office. The Administrative Assistant serves as a key point of contact for internal and external constituents and supports advancementinitiatives through strong organizational, customer service, and administrative skills. The role requires discretion in handling confidential information, knowledge of university procedures, andthe ability to coordinate multiple priorities in a fast-paced environment.

• Administrative Operations & Communications
  -Provides administrative support for the Office of the Vice President and the Division of University Advancement. Prepares, formats, proofreads,and distributes correspondence, reports, meeting materials, andother documents using Microsoft Office applications and universitysystems. Maintains electronic and paper filing systems and monitorsoffice communications, responding to routine inquiries and directing requests to appropriate staff. Assists with donorcorrespondence and acknowledgment letters utilizing Raiser's Edgeand other advancement systems.
  
  Requires strong written communication, organization, attention to detail, and discretion in handling confidential information. (30% of time )
• Calendar & Office Coordination
  - Coordinates schedules,meetings, and appointments for the Vice President and otherdivision leadership as assigned. Manages meeting logistics,including scheduling, room reservations, preparation of materials,and follow-up actions. Serves as a primary point of contact for visitors, faculty, staff, donors, and external constituentscontacting the Vice President's office. Maintains office records and supports the efficient operation of office procedures and workflows. (25% of time )
• Meeting, Event & Donor Engagement Support
  - Coordinatesadministrative and logistical support for meetings, divisionmeetings, donor visits, cultivation events, and other
  
  Advancement-related activities. Arranges facilities, catering,parking, invitations, meeting materials, and attendeecommunications. Supports stewardship and donor engagement for theVice President's portolio by tracking logistics, preparing information packets, and assisting with follow-up activities.
  
  Requires strong customer service and organizational skills. (20% oftime )
• Financial & Procurement Administration
  - Under guidance fromthe Assistant Vice President for Strategy & Administration,ensures timely and accurate processing for contracts, purchasing requests, payments, expense reports, catering orders, and supplypurchases in accordance with university policies and procedures.
  
  Assists with monitoring expenditure and maintaining support documentation for divisional budgets. Reconciles procurement andcredit card records. (15 % of time )
• Travel & Administrative Support Services
  - Coordinates travel arrangements and related documentation for the Vice President and designated Advancement staff. Prepares itineraries, maintainstravel records, processes reimbursements, and assists withpre-travel and post-travel administrative requirements. Provides additional administrative support for special projects and divisional initiatives such as new employee hiring and onboarding,bulk mailing preparations or other as assigned. (10% of time)

• Bachelor's Degree and 1-3 years post…