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Title: Administrative Assistant

VP Area: VP University Advancement

Department: Assoc. VP, Org. Effectiveness

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: On-campus Position

FLSA Status: Non-Exempt

Employee Classification: 

Hours per week: 40

Months per year: 12

Job Purpose:

The Administrative Assistant for Advancement provides administrative support for three members of the Vice President of Advancement's senior leadership team, including maintaining calendars, scheduling group meetings, and drafting communication, reports or other materials as needed. This position develops and maintains strong professional relationships and works collaboratively with a variety of internal and external stakeholders. This position will also provide direction and support to other administrative support staff and student employees.

Essential Functions:

• 60% - Administrative Support
  • Complete the scheduling of logistics, appointments, calendars, meetings, travel and other events, including the procurement of logistical needs on behalf of the Associate Vice President for Organizational Effectiveness, Assistant Vice President of Donor Relations and Assistant Vice President of Alumni Relations.
  • Perform a wide range of complex administrative duties requiring independent judgment and initiative on assignments that are sensitive in nature.
  • Perform word processing tasks such as merging and sorting.
  • Assist with correspondence with the UA employees and others as requested.
  • Maintain professional and accurate physical and digital records including confidential reports and information. 
• 15% - Customer Service
  • Serve as Advancement's main receptionist, arriving on time to open and close office for daily operations and ensuring coverage.
  • Welcome and greet all visitors with pleasant and professional demeanor.
  • Respond and proactively assist with inquiries on a multi-phone line system and email communication in a timely manner.
  • Proactively work to facilitate communication between visitors and employees.
  • Resolve complex and escalated issues.
  • Oversee and assign work and special projects to student employees for the division.
  • Ensure reception desk is staffed at all times during the working day.
  • Coordinate coverage with Program Assistant as needed for backup.
  • Train student employees in partnership with Program Assistant to welcome and greet all visitors with pleasant and professional demeanor and respond and proactively assist with inquires on a multi-phoneline system and Zoom in a timely manner.
  • Proactively work to facilitate communication between visitors, students and employees within the department.
  • Follow and implement building safety protocols. 
• 15% - Operational Support
  • Direct responsibility for office building to include conference room and facilities usage and any customer service needs.
  • Coordinates and manages technology in partnership with Program Assistant for Office of Advancement staff meetings, trainings, and other collaborative opportunities.
  • Assist with the planning, setting-up, monitoring, and tearing-down of divisional events and meetings.
  • This position also works with Human Resources and Advancement managers to support the onboarding and exiting of Advancement employees.
  • Utilize database and key administrative tools to assist with alumni donor questions and programmatic needs.
  • Coordinate specific projects as assigned that support employee, alumni and donor engagement efforts. 
• 10% - Other Duties as Assigned
  • Provides back up support to the Vice President as needed.
  • Advancement board and committee administrative support.
  • Schedules meetings, documents board minutes and assembles packets.
  • Maintains documentation of Board and committee membership that includes contact information; term expiration; and general background information for each member.
  • Manages and coordinates all activities of the Board which includes regular meetings and retreats.
  • Coordinates the creation of a comprehensive agenda packet for each meeting, as well as compiles a detailed agendas for members.
  • Attends University Advancement events as needed in support of the divisions overall mission.
  • Incumbent may represent the department on University-wide committees or projects as assigned and approved by supervisor.

• Additional Duties as Assigned by the Department

Educational Requirement:

High School Diploma or GED

Years of Related Experience Requirement:

3 years

Preferred Qualifications:

Bachelor's degree
Administrative work experience in a higher education academic environment
Administrative work experience with an executive level officers

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

The budgeted salary range that the University reasonably expects to offer for this position: $20.00 - $20.69/hr

Pay Range:

Minimum Salary (Non-Exempt): 20

Midpoint Salary (Non-Exempt): 23.75

Maximum Salary (Non-Exempt): 27.46