Provide high-level administrative and operational support to
the Vice President for Growth and Advancement, including
coordination of priorities, schedules, meetings, communications,
travel, expenses, and follow-up.
Provide administrative, project, and operational support to
fundraising staff and other areas under the Vice President's
leadership as assigned.
Coordinate cross-functional projects and initiatives involving
assigned areas under the Vice President's leadership; track
timelines, action items, deliverables, and follow-up to support
timely completion.
Facilitate leadership and team meetings within the Vice
President's areas of responsibility as assigned, including agenda
development, preparation of materials, scheduling, logistics,
documentation, and follow-up.
Keep the Vice President for Growth and Advancement apprised of
required event attendance, approaching deadlines, pending matters,
project status, and other requested information.
Coordinate and prepare materials for donor and prospect
meetings, fundraising activities, presentations, special projects,
and other assigned initiatives.
Facilitate communications with donors, prospects, and key
stakeholders on behalf of the Vice President for Growth and
Advancement.
Compose and prepare correspondence, reports, presentations,
meeting materials, and other documents from notes, brief
instructions, or source materials.
Collect, compile, organize, and analyze statistical, financial,
and operational information for reports and presentations to the
Board of Regents, Executive Cabinet, University leadership, and
other constituencies as assigned.
Provide administrative and coordination support to the
Advancement Committee of the Board of Regents, including
preparation and coordination of agendas, presentations, supporting
materials, meeting logistics, minutes, and follow-up.
Assist with planning and coordinating workshops, strategic
meetings, regular team meetings, special events, projects, and
activities within assigned areas.
Prepare and process operational and financial documents related
to business operations, including purchasing, contracts, requests
for payment, expense documentation, credit card reconciliation, and
other assigned transactions.
Manage and monitor the Vice President's budget in collaboration
with the AVP for Advancement Operations.
Create, develop, maintain, and update specialized forms,
databases, logs, files, records, reports, and other resources
necessary to support assigned operations and projects.
Coordinate updates to office procedures, operational resources,
emergency information, and other administrative records as
assigned.
Review operational processes and recommend improvements to
support efficiency, consistency, and effective coordination across
assigned areas.
Coordinate implementation of operational plans, priorities,
procedures, and initiatives within assigned areas under the Vice
President's leadership.
Respond to inquiries and requests for information related to
assigned responsibilities and coordinate appropriate follow-up or
referral.
Provide training support and coordination for onboarding new
staff within assigned areas.
Perform other related duties as assigned to support the
responsibilities and priorities of the Vice President for Growth
and Advancement.
Knowledge Of:
- Principles and practices of executive administrative and
operational support.
- Business communication, report preparation, and professional
correspondence.
- Project coordination, records management, and office
operations.
- Basic budget administration, financial processes, and data
reporting.
- Customer service and relationship management with internal and
external constituencies.
- Standard office technology, including Microsoft Office and
database systems.
- Professional practices related to confidentiality, discretion,
and handling sensitive information.
Ability To:
- Provide high-level administrative, operational, and project
coordination support to senior leadership.
- Manage multiple priorities, projects, meetings, and deadlines
with a high degree of organization and attention to detail.
- Exercise initiative, independent judgment, discretion, and
confidentiality in handling sensitive matters.
- Prepare professional correspondence, reports, presentations,
meeting materials, and executive-level communications.
- Gather, organize, analyze, and present financial, operational,
and other data.
- Communicate effectively and diplomatically with donors,
University leadership, employees, and other internal and external
constituencies.
- Identify issues, solve problems proactively, and recommend
improvements to administrative and operational processes.
- Establish effective working relationships and coordinate work
across multiple functional areas.
Minimum Qualifications:
Any combination equivalent to a Bachelor's degree from an
accredited college or university and four years of responsible
executive, administrative, operational, or project coordination
experience involving significant variability, complexity, and
responsibility.
Preferred Qualifications:
Five or more years of progressively responsible experience in
executive support, office operations, project coordination,
advancement, fundraising, enrollment, higher education, nonprofit,
corporate, or a related environment.
Licenses and Other Requirements:
N.A.
Physical Abilities:
Detect to understand appropriate written correspondence; operate a
computer and other office productivity machinery, such as a
calculator, copy machine, and computer printer; communicate to
exchange information in person, in writing, on the telephone and by
email; stationary position for extended periods of time; move or
transport light objects; position self to store and/or retrieve
files.
Working Environment:
In-person, busy office environment; subject to frequent
interruptions and regular interaction with internal and external
constituencies. Occasional evening and weekend work may be required
to support University events and activities.
Hiring Range $30.00-$38.00
Posting Number: Staff005642022
Open Date: 09/30/2026
Close Date: 10/14/2026
Application Procedure/Special Instructions
To apply, visit https://careers.callutheran.edu/postings/13653
California Lutheran University is committed to providing equal
opportunity in employment for all persons, regardless of race,
religious creed, color, national origin, ancestry, physical
disability, mental disability, medical condition, marital status,
sex, age, sexual orientation, genetic information, gender, gender
identity or expression, or any other basis protected by applicable
law. No person shall be excluded from participation in, be denied
the benefits of, or be subjected to discrimination in any program,
activity or facility of the University on the basis of these
factors in a manner consistent with applicable federal and state
laws, regulations, ordinances, orders and rules, and University's
policies, procedures, and processes.
Upon request, reasonable accommodations in the application process
can be provided to individuals with qualifying disabilities. Please
contact the Human Resources Department for further information or
to request an accommodation.
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