The Administrative Assistant, Advancement Operations is a critical member of the Office of University Advancement, providing front-line customer service and serving as the first point for internal and external constituents. This position is responsible for providing excellent customer service including greeting visitors, handling inquiries, and answering and directing telephone calls. Under the supervision of the Operations & HR Associate, the Administrative Assistant will provide day-to-day office support including maintaining a welcoming reception area, distributing all incoming mail, ordering office supplies and placing work orders as requested by staff members. This position oversees the scheduling of conference rooms.
This is a critical position to the Advancement office as the Administrative Assistant will be the first point of contact for donors, students, faculty/staff, and other visitors to University Advancement.
The Administrative Assistant is also responsible for providing budgetary support to the Operations team including monthly budget reconciliations for approximately 17 operating accounts, processing payment for invoices, managing various vendor accounts that service University Advancement, and partnering with Advancement Events to track budgets and ensure timely payments.
The Administrative Assistant will provide administrative support, which may include calendar management and scheduling. Working closely with the Operations & HR Associate and the Associate Director, Operations and HR Administration, the Administrative Assistant will assist with various components of University Advancement’s talent management program including logistical assistance with workshops and training sessions and onboarding new employees.
The Administrative Assistant will work under minimal supervision and be extremely proactive by foreseeing and implementing projects for the office that will typically be completed at their own discretion. S/he must have exceptionally strong time management skills.