Assistant Director for University Relations Administration

Job Title

Perform confidential projects and provide administrative support for the Vice President (VP) and Associate Vice President (AVP) for University Relations.

Primary Function:
Perform confidential projects and provide administrative support for the VP and AVP for University Relations. Requires independent judgment, knowledge of the policies, procedures, and organization of the division's departments and programs, as well as an outstanding ability to communicate with high-level individuals, including internal University partners as well as alumni, parents, donors, and prospective donors outside the University.

This position works with considerable independence and self-direction. Only the general direction and scope of the work to be accomplished are discussed with supervisors.

Position Appointment Details:

• Career Band: 2C
• Full-Time

Typical

Duties & Responsibilities:

• Provide a wide range of administrative support to the VP and AVP for University Relations
• Support fundraising campaign planning, reporting, meeting execution and communications.
• Act as liaison between supervisor(s) and/or the division and other university offices, faculty, staff, students, and members of the community.
• Regularly interact with external customers, including alumni, parents, donors, and prospective donors, in the daily management of University Relations activities and programs.
• Respond to routine inquiries regarding division processes and procedures and refer more complex issues to appropriate personnel.
• Research and prepare highly confidential and often complex and sensitive reports and agendas. Organize information, materials, spreadsheets, and charts. Compile data and statistics for publication or implementation by the VP and AVP for University Relations.
• Works closely with VP, AVP and departmental heads to prepare and monitor all departmental budgets within the division. Assist the VP and AVP with Chrome River responsibilities.
• Plan and organize specific University Relations program(s)/event(s), including division-wide monthly meetings, senior staff meetings and other special projects as assigned.
• Coordinate complex schedules, calendars, travel arrangements, and appointments between supervisor(s) and visitors. Assist committees and others working with supervisor(s) on specific projects, including scheduling meetings, notifying persons attending, securing hotel and dining arrangements, preparing and distributing materials for meetings, and taking minutes at meetings.
• Coordinate facility requests and maintain office supplies and hospitality inventories.

Judgement

Required:

Performance of the essential duties of this position is dependent upon broad and deep institutional and division knowledge, excellent problem-solving skills and independent ingenuity.

Budgetary Responsibility:

Monitors expenditures against budget; prepares budget data for review/approval by supervisors/department heads.

Machines & Equipment Used:

General office equipment and software.

Personal Interaction/Communications:

Student Contact:
Work Study

Internal:
Faculty Staff Executive Offices

External:
Regents & Trustees Donors Alumni Parents Visitors Prospects Consultants

Education: Bachelor's degree preferred

Experience:

5+ years of office management experience

Job-Related Skills:

• Proficiency in common office technology and software applications, including document preparation, spreadsheets, presentations, email, and shared collaboration platforms.
• Strong organizational, written, and verbal communication skills.
• Ability to manage multiple priorities and maintain attention to detail.
• Ability to handle confidential information with discretion.

Confidential Information:

• Giving Histories
• Social Security Numbers
• Wealth Screening Information
• Credit card & bank account numbers
• Salaries & personnel records
• Student records
• Organizational plans
• Staff/student disciplinary actions

Working Environment:

General Office

Physical Requirements:

• Must be able to stand for extended periods of time,
• Must be able to use hands for repetitive tasks,
• Must be able to lift between 11-20 pounds (Light work),
• Must be able to carry between 11-20 pounds (Light work)

Any additional requirements specific to this position:

Some evening and weekend work is required for event coordination and execution.