Administrative Assistant to the Vice President
Alfred, NY
Full Time
University Advancement
Entry Level
We are seeking a highly organized and detail-oriented individual to serve as the Assistant to the Vice President of Advancement at our prestigious university. The successful candidate will provide high-level administrative support to the Vice President of Advancement, serve as a main point of contact for the greater Advancement division, and play a key role in advancing the university's fundraising and development initiatives.
Rate-$17.00-$19.00 per hour, 35 hours per week
Essential Functions:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals.
About Alfred University:
Rate-$17.00-$19.00 per hour, 35 hours per week
Essential Functions:
- Supporting the Office of the Vice President:
- Manage the Vice President's calendar and schedule meetings, appointments, and travel arrangements
- Prepare and coordinate materials for meetings, presentations, and events
- Maintain donor records, contact reports, visit notes, and ensure accurate and up-to-date information in the donor database
- Coordinate communication and correspondence on behalf of the Vice President
- Collaborate with other university departments, including the President's Office, leadership of the Board of Trustees, Marketing and Communications, the Provosts Office, and other key stakeholders
- Handle confidential and sensitive information with discretion and professionalism
- Perform general office duties such as filing, photocopying, and answering phone calls
- Support special projects and initiatives as assigned by the Vice President, including but not limited to the coordination of staff meetings, monthly gatherings, and other internal initiatives
- Serve as liaison to leadership team of Advancement to ensure coordination of procurement, supplies, staffing, office coverage, etc
- Budget Management:
- Provide analytical support for complex budget, financial, and resource projects dealing directly with major gift officers, prospect management and stewardship team, alumni relations, and annual giving
- Manage budget transfers to university wide entities
- Provide quarterly updates to major gift officers as it pertains to their travel budgets
- Act as advancement liaison with business and finance to identify budget shortfalls and create a strategy with vice president of advancement to eliminate.
- Provide financial forecasts on current year spending versus previous and identify areas of surplus
- Work in conjunction with business and finance to create/eliminate/consolidate funds to increase transparency and work efficiencies
- Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives
- Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
- Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience
- Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet {SDS) information pertaining to any hazards associated with their work environment
- Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
- Demonstrate to comfort or willingness to explore new/updated software platforms as we continually evolve
- Effective written and oral communication skills
- Contributes to the overall success of the University by performing other duties as assigned
- Minimum of High School Diploma or GED equivalent
- Three to five years administrative experience preferred
- Excellent organizational and time management skills
- Strong written and verbal communication skills
- Proficiency in Microsoft Office suite and database management
- Ability to work independently and as part of a team
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals.
About Alfred University:
Lighting the way for students since 1836. “We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor, and community have made us a unique kind of leader since 1836.”
Alfred University {AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.
Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York.Alfred University {AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.
Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.
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