Administrative Assistant - University Development
Job Title: Administrative Assistant - University Development
Classification: C5
Department: Development
Updated: January 2019
Job Summary
Provides administrative support to the AVP for Development Services and the Development Services area.
Essential Functions:
Administration, Policy, Procedures and Communication
- Work with directors to determine and forecast workload to support EAPs through PSS, student and temporary staffing
- Lead PSS of office to maintain overall professional and positive atmosphere in office
- Monitor assigned tasks for quality control (following procedures, accuracy, completeness, meet quality standards for professional appearance of mailings, etc.)
- Inform AVP Dev Services of projected log jams on workflow conflicts.
- Oversee effective office filing systems/records management
- Organize and maintain the systems for central files for the Division and coordinate contract files with the Executive Assistant for the VP for Development
- Regular communication with all Support Staff to maintain strategic and balanced workload
- Schedule and facilitate monthly meeting for Support Staff
- Share information and workload
- Maintain and recommend for updating office administration’s policy and procedures
- Prepare and monitor budgets
- Produce, reconcile, evaluate and circulate budget reports for VP, AVPs, directors and managers
- Reconcile and track expenses
- Pay and track invoices/bills
- Process all Travel and expense requests
- Pcard administration
- Planning based on Annual Plans
- Timelines, reports, mailings, events, office activities
- Work proactively with APs and PSSs
Operations
- Serve as recruiter, orientation manager and scheduler for students and Dev. Services temporaries
- Train PSS staff & students in procedures, processes and Millennium
- Ensure that key Development roles are filled daily (e.g. reception, telephones, etc.) if there are absences
- Prioritize work flow of projects and staff for efficient completion
- Orientation and training facilitator of all new staff
- Maintain guidelines for orientation
- Support for planning and implementation of events
- Overall operations of University Development
- Respond to office space and equipment needs and maintenance
- Attend university Administrative meetings as appropriate
- Responsible for security of signatures
- Provide management information reports related to budget expenditures and facilities
Human Resources Duties
- Liaison to Human Resources
- Facilitate the hiring process from initiation
- Maintain the office personnel files
Cultivation and Stewardship
- Responsible for organizational support and logistics for University Development events
- Responsible for monthly recognition reports such as monthly birthday card report and facilitate signing and mailing of cards by students to constituents and staff
- Facilitate constituent recognition, cultivation, sympathy and general processes
Provides budgetary and HR support for the Development Division, including the Alumni Office, Kaufman Institute, and Hauenstein Center.
- Other related duties as assigned.
Non-Essential Functions:
Not Applicable
Required Qualifications:
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Bachelor’s degree
- Higher education experience
- Supervisory experience
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.