Administrative Assistant for the Vice President for Philanthropic Engagement

Job Description

Under general supervision, provides moderately complex administrative support to an individual, office, department or program. Work requires thorough knowledge of the organization and programs where assigned and involves moderate participation in the work of the supervisor. Incumbents have responsibility for office operations and function independently, where procedures have been established with moderate consequence of error.

Responsibilities

• Anticipate supervisor’s course of action when absent and facilitate problem resolution. Interpret administrative decisions and policies to other staff and transmit directions and instructions based on authority delegated by the supervisor.
• Assist multiple fundraising directors with daily workflows and provides support for their initiatives, to include significant phone/email communication as well as database, website, and calendar upkeep.
• Handle sensitive or confidential matters with discretion.
• Work in a fast-paced environment while juggling competing priorities.
• Greet and assist constituents, alumni, parents, students, faculty, staff and other visitors.
• Edit, format, and revise a variety of documents and materials created by others.
• Proofreads for grammatical, typographical and basic content errors. Compose responses to routine inquiries in accordance to general instructions.
• Develop, implement, and maintain paper and electronic filing systems, which meet department needs and satisfy requirements for retention and information security.
• Enters, updates, and retrieves information as needed.
• Screen telephone calls and visitors, independently handles routine matters, and forwards remainder to appropriate parties.
• Schedules and coordinates meetings and appointments.
• Prepare background and support materials following general instructions.
• May attend meetings and take minutes.
• Make travel arrangements following general instructions and campus procedures.
• Perform necessary follow-up for vouchers, expense reports, and reimbursements.
• Gather and consolidate background information for reports, utilizing available resources such as departmental files, policy and procedure documents, Internet research, and communication with internal and external contacts.
• Order supplies and equipment. Other duties as assigned

Minimum Qualifications

• A minimum of two (2) years’ experience providing administrative support required.
• Excellent oral and written communication skills with a high level of accuracy in grammar, spelling, and proofreading; demonstrated ability to work effectively, collaboratively, and professionally, especially with various offices of the university
• Ability to maintain a high level of confidentiality; flexibility and the ability to deal with interruptions and work in a fast-paced office environment while prioritizing multiple tasks
• Ability to work some evenings and weekends for special events.