Assistant to the Vice President - University Advancement

JOB DESCRIPTION

This is a professional position responsible for administering the functions of a university divisional office. Responsible for coordinating special activities; handling and processing confidential and routine correspondence; interacting daily with students, faculty, staff, and the public, often on significant matters, problems, or sensitive issues; and frequently receiving/handling initial university contact from off-campus individuals such as parents, law enforcement, city and state officials, system officials and administration, administrators from other universities and state agencies, benefactors of the university, and state and federal legislative aides and legislators. Provides support to staff within the division. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. Reports to the Vice President for University Advancement.

QUALIFICATIONS

Bachelor’s degree is required. Related experience may be substituted for required education on a basis set forth by the Department of Human Resources.

Five years of related experience is required. Experience in handling confidential information is required. Experience in higher education is preferred. Additional education may substitute for experience on a basis set forth by the Department of Human Resources.

ESSENTIAL JOB FUNCTIONS

1. Organizes and maintains a complex and high-volume schedule of appointments and coordinates meetings for the Vice President for University Advancement and other divisional leaders as assigned. Works directly with university administration on significant matters.
2. Supports governance and administrative functions for affiliated foundations, advisory boards, and other institutional groups as assigned.
3. Schedules and/or attends meetings, prepares minutes as needed, and assists with follow-up on specific assignments.
4. Assists students, faculty, staff, and other internal and external constituents with informational needs and/or interpretation of university policies and procedures.
5. Coordinates travel plans or supervises the coordination of travel plans for the Vice President for University Advancement and other divisional employees as assigned, including reservations, registrations, travel requests, and reimbursement.
6. Provides support to divisional staff in multiple areas, including but not limited to scheduling meetings as needed and helping with urgent needs.
7. Supports assigned divisional projects, including but not limited to compliance, reports, and presentations.
8. Maintains and reviews divisional department head personnel files.
9. Investigates employee and student issues as needed, gathering and documenting information in order for the Vice President of University Advancement and other divisional leaders to make a determination.
10. Prepares correspondence, documents, presentations, and reports for The University of Texas System, various state agencies, and oversight organizations.
11. Assists with the completion of special projects and campus-wide events and activities.
12. Processes paperwork related to confidential employee and student matters.
13. Maintains or oversees the maintenance of leave records and prepares monthly report.
14. Maintains or oversees the maintenance of inventory, purchases supplies as needed, and initiates and processes requisitions for purchases.
15. Provides guidance and training to administrative support staff in the division to ensure understanding of administrative policies and procedures specific to the division and university.