Administrative Assistant

Position Summary Information

Summary Under general supervision, provides administrative, project and executive support to the office of University Advancement, specifically serving as a receptionist for the Yeager Center Administrative wing and providing administrative support to the Senior Director of Development and the Senior Director of Advancement Operations. Oversees and coordinates the day-to-day activities of University Advancement and serves as a principal point of administrative contact and liaison with internal constituencies. May provide specialist services in the areas of general business administration by performing the following duties. Essential Duties and Responsibilities Other duties may be assigned.

• Serves as a receptionist for the Yeager Center Administrative wing by greeting and announcing visitors to the appropriate offices and coordinating front desk coverage as needed.
• Serves as administrative contact and liaison with other offices, individuals, and institutions.
• Prepares non-routine letters and / or reports, which may be highly sensitive and confidential in nature.
• Manages Senior Director of Development and the Senior Director of Advancement Operations’ calendar and independently schedules appointments.
• Answers and screens Senior Director of Development and the Senior Director of Advancement Operations’ telephone calls and correspondence, and responds independently when possible.
• Assists with maintenance of departmental budget and processes weekly requisitions.
• Creates and maintains database and spreadsheet files.
• Arranges programs and / or conferences by arranging for facilities and catering services, issuing information or invitations, coordination of speakers, and other related duties.
• Assists the Senior Director of Development and the Senior Director of Advancement Operations on specific projects.
• Organizes and maintains file system, and files correspondence and other records as appropriate.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings, if needed.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Maintains Senior Director of Development and the Senior Director of Advancement Services filing system and notebooks specific to programs and projects.
• Maintain accurate records of operational invoices by tracking, logging, and scheduling upcoming payments for timely processing.

Supervisory Responsibilities This position could be responsible for assigning work and / or giving direction to part-time employees, vendors and Student workers, in order to complete office work assignments. Other Knowledge Skills and Abilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, and sit; and requires sufficient hand, arm, and finger dexterity to operate computer keyboard, typewriter or other office equipment. Requires visual acuity to read words and numbers; and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and / or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work normally performed in a typical interior / office work environment, with minimal exposure to health or safety hazards. Education and / or Experience Associate’s degree (A.A.) or equivalent from two-year college or technical school; or one to two years related experience and / or training; or equivalent combination of education and experience.