Executive Assistant to the Vice President for Institutional Advancement

Review of application will begin immediately. The position will remain open until filled..

Minimum hourly rate $20.87 based on education and experience.

Benefits Include:

• Healthcare options
• Retirement option: Teachers Retirement Systems (TRS)
• Tuition assistance
• $100 Well-being rewards
• 13 paid holidays
• Paid vacation and sick leave
• Paid parental leave
• Winter break (December holidays)
• USG Benefits

Responsibilities

Performs administrative support to the VP for Institutional Advancement - 20%

• Manages calendar, schedules appointments and meetings, and coordinates related logistics.
• Answers and directs telephone calls, greets visitors, and responds to routine inquiries.
• Drafts, prepares, and distributes correspondence, reports, documents, and other materials.
• Coordinates communications and interactions with internal and external constituents.
• Prepares gift agreements and coordinates their review, approval, and distribution.

Coordinates daily administrative and operational activities. - 35%

• Receives, sorts, and distributes incoming mail and other materials.
• Maintains departmental files, records, and other administrative resources.
• Designs and maintains department forms and templates.
• Monitors office supply inventory and coordinates the purchase and replenishment of supplies.
• Coordinates maintenance and service needs for office equipment, the file room, and the copier.
• Maintains the cash log for incoming checks and prepares gift batch documentation for submission to Development.
• Maintains and reconciles petty cash in accordance with established procedures.
• Maintains DSF and subsidiaries' annual corporate registrations, and its annual charitable registration.
• Provides administrative support for Foundation scholarships, including maintaining records and monitoring scholarship documentation for consistency with donor intent.
• Maintains and updates the Foundation's policies and procedures manual.
• Updates and maintains departmental and Foundation website content.
• Maintains an active Notary Public commission and provides notarial services in support of office operations.

Coordinates planning and logistical support for DSF Board of Trustees meetings - 20%

• Schedules meeting venues and coordinates room preparation and setup.
• Coordinates catering, floral arrangements, equipment rentals, and other meeting-related services.
• Collaborates with campus departments and coordinates student assistance as needed to support meeting logistics.
• Coordinates audiovisual equipment, sound systems, and other technical requirements.
• Prepares, compiles, and distributes meeting materials, including assembling Board meeting books.
• Provides on-site administrative and logistical support before, during, and following meetings.

Coordinates the planning and implementation of Foundation and institutional Special Events - 20%

• Coordinates event logistics, including scheduling, venue arrangements, catering, equipment, supplies, and related services.
• Develops event timelines and monitors assigned activities to support successful implementation.
• Collaborates with campus departments, vendors, and other internal and external participants to coordinate event needs.
• Prepares and distributes event communications, materials, and supporting documentation.
• Provides on-site support and assists with event setup, implementation, and closeout.
• Coordinates annual and special events, including Scholarship Day, the President's holiday reception, campus leadership arrival and departure receptions, the DSF Service Excellence Awards, and institutional service awards

Performs a variety of related duties - 5%

Required Qualifications

Educational Requirements
Associate degree required, or equivalent combination of education and/or work experience.

Other Required Qualifications
Proficiency in MS Office including Word, Excel, mail merges and PowerPoint.

Required Experience
More than three years of related experience required.

Preferred Qualifications

Additional Preferred Qualifications
Bachelor's degree.
Adobe Acrobat and developing writable PDF documents.
DocuSign set up and signature capabilities.

Knowledge, Skills, & Abilities

ABILITIES

• Ability to exercise sound judgment and make decisions within established policies and procedures.
• Ability to work both independently and collaboratively with campus departments and internal and external constituents.
• Ability to manage frequent interruptions and changing priorities while maintaining accuracy and attention to detail.

KNOWLEDGE

• Knowledge of modern office practices and procedures.
• Knowledge of executive-level administrative support practices.
• Knowledge of college and departmental policies and procedures.
• Knowledge of basic record-keeping and cash-handling practices.
• Knowledge of meeting and special-event planning and coordination.
• Knowledge of business English, spelling, punctuation and mathematics.
• Knowledge of computers and job-related software programs.

SKILLS

• Skill preparing reports and developing recommendations to support informed decision-making.
• Skill in maintaining confidentiality of sensitive personal, financial, donor, and institutional information.
• Skill in organizing and prioritizing work while managing multiple responsibilities and deadlines.
• Skill in coordinating calendars, meetings, special events, and related logistical arrangements.
• Skill in preparing correspondence, agreements, reports, meeting materials, forms, and other documents.
• Skill in maintaining files, records, policies, procedures, and administrative documentation.
• Skill in reviewing information and documentation for accuracy, completeness, and compliance with established requirements.
• Skill in the use of standard office equipment and job-related technology.
• Skill in problem-solving.
• Skill in interpersonal relations and in working effectively with donors, Foundation trustees, College employees, students, vendors, and members of the public.
• Skill in oral and written communication.

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with Dalton State College, as determined by Dalton State College in its sole discretion, confirmation of the credentials and employment history reflected in your application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug test. Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

Equal opportunity and decisions based on merit are fundamental values of Dalton State College (DSC). As a member of the University System of Georgia, we follow the Board of Regents' policy, which prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any DSC program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

All employment processes and decisions, including but not limited to hiring, promotion, and tenure, shall be free of ideological tests, affirmations, and oaths, including diversity statements. The basis and determining factor for all such decisions should be that the individual possesses the requisite knowledge, skills, and abilities associated with the role, and is believed to have the ability to successfully perform the essential functions, responsibilities, and duties associated with the position for which the individual is being considered. At the core of any such decision is ensuring the institution's ability to achieve its mission and strategic priorities in support of student success.

Dalton State College is an Equal Opportunity Institution. For questions or more detailed information regarding this policy, please contact Dalton State College's Office of Human Resources at 706-272-2034. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Office of Human Resources at 706-272-2034.

Other Information

This is not a supervisory position.
This position has financial responsibilities.
This role is considered a position of trust.

Background Check

• Position of Trust and credit check