Administrative Assistant

Administrative Assistant

The administrative assistant reports to the Vice President Campus Development and provides support to various college-based development professionals within the Philanthropy and Alumni Engagement (PAE). As such it requires a high degree of professionalism, discretion, confidentiality, initiative, and organization; accuracy and attention to detail; use of good judgment; and an ability to set priorities and handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills, and a high degree of computer proficiency.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A / ASU / NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The duties and responsibilities of the administrative assistant include :

Provides quality customer service at all times and ensures that office operations are efficient and in compliance with UA Foundation (UAF) and department policies and procedures.

Screens incoming inquiries as needed to provide prompt attention and effectively manage customer / donor expectations.

Schedules meetings and appointments with Philanthropy and Alumni Engagement (PAE) staff, campus leaders, development officers, prospects, donors, and other individuals as requested by supervisor.

Provides scheduled and emergency relief for the front desk security guard on a monthly basis.

Provides clerical assistance to other UAF staff members as needed.

Assists with PAE special events and meetings as needed.

Assists with unit or college special events and meetings assigned by the Vice President.

Manages calendars, schedules meetings, and prepares materials for meetings for college-based development professionals.

Assists with meeting logistics, including preparing and submitting invitations and room reservations; selecting, ordering, and working with catering on food and beverages; printing, collating, and distributing materials, audio / visual equipment, etc.

Collaborates with PAE central service teams and development officers to update donor profiles and compile briefing materials for supervisor and teams.

Assists with layout for donor directed materials.

Helps with research projects or investigative tasks.

Supports related VP social media needs.

Provides other meeting-related assistance as needed.

Drafts, edits, and formats correspondence, proposals, and other written materials for donors and executive leadership.

Prepares and submits gift transmittal forms and non-gift deposit transmittals for PAE Financial Services.

Compiles and analyzes data to prepare presentations and reports for the SVP and leadership to support strategic decision-making.

Utilizes the Lynx database to record activities, perform data quality checks, and generate reports.

Tracks and prepares expense reimbursements.

Facilitates travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc.

Prepares expense and travel reimbursements and travel authorizations for development staff for processing and authorization.

Helps keep office files organized and up to date, including basic project tracking.

Organizes and facilitates campus tours to prospects, donors and / or other individuals at the direction of the VP.

May supervise or provide direction to part-time student assistant.

Knowledge, Skills, and Abilities (KSAs) :

Knowledge of office and business procedures.

Commitment to working in a collaborative team environment with shared goals.

Ability to work efficiently with a wide variety of individuals, including donors, PAE colleagues, deans, faculty and staff.

Excellent communication and interpersonal skills.

Ability to effectively communicate both verbally and written.

Demonstrated commitment to exceptional customer service with the ability to translate the PAE guiding principles of donor-centricity and collaboration into work practices.

Ability to recognize and handle highly confidential and sensitive information in a discrete and professional manner.

Work with excellent organizational skills and attention to detail.

Be able to work independently with the ability to prioritize multiple projects and meet strict deadlines for deliverables.

Ability to anticipate and discern work priorities and meet deadlines with little supervision.

Adept at problem-solving and using judgment in situations requiring initiative, tact, and confidentiality.

An exceptional work ethic and track record of personal initiative required.

Openness to new ideas and personal flexibility with the ability to adapt and succeed in a multi-task, fast-paced environment with changing processes and occasional ambiguity.

Ability to inspire cooperation and participation.

Proficiency in the use of personal computers and Microsoft Office software (Word, Excel, PowerPoint, and Outlook).

Proficiency or ability to learn additional software required to perform the essential duties of the position.

Minimum Qualifications :

High school diploma or high school diploma equivalency is required.

Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications :

Experience in writing / editing correspondence.

Experience in customer service in development, marketing, or higher education settings.

Experience with fundraising and development functions.

Experience with relational database systems, such as Lynx, or other constituent relationship management systems.