Senior Administrative Assistant

Reporting to the Executive Vice President for Advancement, Athletics, & Career Services, the Senior Administrative Assistant provides comprehensive administrative support to the Office of Advancement division. The position manages a variety of complex and sensitive administrative responsibilities while supporting the daily operations of the division.

• Event support, including attendee registration data entry, preparation of name tags and other registration materials, and on-site management for the Office of Advancement campus and external events.
• Social media coordination, including the creation of social media content in support of Office of Advancement programs and initiatives on the Southwestern University Alumni Association Linked In, Instagram, and Facebook accounts, as well as collecting and reporting social media analytics on a monthly basis.
• Prepare large mailings using mail merge programs.
• Filing, drafting letters and memorandums, answering phone, responding to email.
• Coordinate the batching process for some acknowledgment letters.
• Maintain the 3rd floor file room and create hard copy files.
• Financial processing, including vendor payments and contracts, reimbursements, credit card reconciliation, and Adobe Sign facilitation.
• Office supply management, including ordering of office supplies, marketing collateral, and event materials, keeping an inventory of all giveaways, and keeping the office storage space and workroom in order.
• Serving as secondary support to the Executive Administrative Assistant of University Relations.

ADDITIONAL DUTIES

• Creating alumni google accounts upon request
• Supporting various mailings to university constituents
• Occasional website updates, as directed by program managers
• Updating Alumni Directory on a weekly basis
• Point of contact for general facility work orders for Cullen 2nd floor.
• Point of contact for Cullen 2nd floor breakroom.

Minimum
education, experience, licenses, certifications, and competencies (knowledge, skills, and behaviors) which are necessary for performing the listed duties.

• Ability to be flexible, adjust to fluctuating priorities, and produce a reliable work product.
• Highly organized and efficient in completing tasks.
• Ability to attend work consistently and maintain a regular work schedule, with availability for occasional evening and weekend hours.
• Excellent computer skills, utilizing software including the Microsoft and Google Suites, and Canva.
• Team-oriented and comfortable working with and around others frequently.
• Willingness to adhere to the University’s core values.
• Have knowledge, understanding, and acceptance of cultural differences and the diversity within the campus and community.