Position JustificationPosition Information Click here to view Salary GradePosition Title Administrative Assistant, Development & Alumni Unit Name Office of Development & Alumni Salary Grade 3 Number of Months 12 months Full-time or Part-time Full-Time Hours per week 40 Proposed Annual Salary, Hourly Rate or One-time paymentEssential Duties
- Performs administrative assistant duties for the department; serves as back-up for the front office reception; greets visitors, routes calls; assists and cross-trains with department administrative assistants.
- Assists Executive Director of Development & Alumni and Director of Alumni Relations & Donor Engagement with scheduling calendar for travel and meetings and contact with board members, major donors and alumni.
- Schedules all Board and committee meetings; reserves space and meal plans; prepares necessary paperwork; communicates details with Board and committee members; attends meetings; takes minutes.
- Composes and types general correspondence, reports, Board and committee minutes and related documents.
- Coordinates Development & Alumni office mailings.
- Responsible for record retention and maintaining official and permanent records of Foundation Board and related committees; works with Foundation Accountant and auditors to provide reports, records and other required documentation.
- Maintains department files and records and responsible for conversion to and maintenance of electronic records.
- Serves as point of contact for RSVP lists; responsible for tracking responses and retaining lists.
- Assists with training and supervising student worker(s).
- Collects cash and/or checks received in person or via mail and provides receipts.
- Reconciles daily cash log report as needed.
- Monitors department office supply inventory and purchases office supplies.
- Helps department staff with completing checks requests forms as needed.
- Maintains inventory records of department equipment and furnishings.
- Assists with all aspects of special events, i.e. Homecoming, Welty Gala, Donor Appreciation Lunch.
- Ability to work occasional evenings and/or weekends for department sponsored events.
- Performs other reasonable duties as assigned.
Minimum Qualifications Education
- High school diploma or GED required; some college or technical school coursework and/or practical knowledge required; bachelor's degree preferred
Experience
- At least one year administrative experience in a professional office environment
- Proficient in Microsoft Office Suite, Adobe PDF Pro, Zoom
- Skilled in Excel
- Excellent attention to detail and organizational skills
- Ability to work independently and as part of a team
- Ability to deal discretely with confidential information
- Customer service experience preferred
Physical Requirements: While performing the duties of this job, the employee is regularly required to stand; walk; frequently required to sit; use hands to finger, handle or feel; and talk or hear. The employee must frequently be required to lift and/or move up to 25 pounds.Job Description Summary Provides administrative support for the Office of Development & Alumni and Foundation Office; supports front office reception and cross-trains with department administrative assistants. This position reports to the Accounting Assistant/Office Supervisor.Hours of AvailabilityBackground Check Statement Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.Requisition Detail Information Requisition Number FY20614NF Open Date 10/08/2024 Will this job have a specific close date? No Close DateSpecial Instructions to Applicants