"The Administrative Secretary"

Job Description

The Administrative Secretary provides general secretarial and administrative support for the Vice President and the Advancement department.

Essential Functions:

1. Work closely with the Vice President for Advancement in supporting responsibilities and provide general secretarial and administrative support for the department.
2. Maintain calendar, office files, records and supplies inventory for the department.
3. Coordinate the development and word processing of department files, policies and procedures.
4. Assist with the development and communication of department activities.
5. Collect information and documents relevant to department functions.
6. Assist in maintaining donor database and gift records. Run queries for information and reports.
7. Process Accounts Receivable (donation/gift), and daily deposits. Invoice pledged.
8. Process Accounts Payables and processing of Foundation checks.
9. Prepare reports for reconciliation of funds with Business Services.
10. Use college software to check fund balances and other related information.
11. Maintain correspondence from Advancement and Foundation including notification of Board members of meetings, agenda, minutes and preparing folders for all meetings.
12. Maintain Foundation scholarship/fund folders with agreements, letters, publicity, reports, and policies/procedures both electronic and physical files.
13. Interact with Foundation Trustees by assisting VP during preparation of Board meetings, emailing, and texting, taking attendance and minutes of meetings or working on the directory of trustees and ambassadors, etc.
14. Assist other departments in coding purchases with Foundation funds through SciQuest.
15. Support the planning and execution of Advancement and Foundation activities by assisting with meetings, projects, and events. Submit facility department and communications department requests for Advancement and Foundation activities, arrange catering, etc.
16. Develop positive working relationships with other offices.
17. Participate in Advancement and Foundation events during and outside of normal work schedule.

Supplemental Functions:

1. Perform other duties as assigned.

Education, Training and Experience Required:

High School Degree and five years administrative secretarial experience

or

Associate degree in office administration or other related field and three years administrative secretary experience or related experience.

Knowledge, Skills, Abilities, and Work Characteristics:

1. Ability to communicate effectively in written and spoken English.
2. Ability to relate to diverse faculty, staff, students and the public.
3. Demonstrated computer skills in Microsoft Office package, email, internet research, ability to use donor software, ticketing software and other computer software for support of advancement and foundation functions.
4. Excellent organizational and office management skills including ability to prioritize tasks, while maintaining accuracy.
5. Self-motivated and able to move forward with responsibilities while using appropriate discernment of when to seek input and collaboration.
6. Good interpersonal skills including tact, diplomacy and confidentiality.
7. Knowledge of college programs, policies, and procedures.

Working Conditions:

1. Normal sitting, walking, standing (for filing), lifting, reaching, bending for office environment.
2. Occasional physical exertion when assisting with events.
3. Near continuous use of computer.

Titles Supervised:

Student workers

Hiring Salary Range:

$35,200- $42,230

This position is based at the Columbia, TN Campus.