Advancement Administrative Specialist (529495) Jobs

Description

University Advancement

Administrative Support Coordinator II

Responsibilities & Duties

As a member of the administrative team for the Division of University Advancement, serves as a central coordinator for operational functions of the division and drafts administrative policies, protocols, and procedures in collaboration with the Executive Assistant to the Vice President. Provides general administrative support to University Advancement leadership, schedules complex meetings with internal and external partners, manages deadlines, coordinates meeting logistics, prepares agendas and meeting materials, coordinates post-meeting activities and follow-up, and writes letters and reports. Services as the liaison with Human Resources, handling staff and student assistant position descriptions, employment requisitions, and oversees job postings. Tracks the candidate search process, coordinates candidate interviews, and finalizing hiring process and paperwork. Assists with new employee onboarding and separations.

Represents the division with a high degree of professionalism and uses discretion in the dissemination of information to faculty, staff, students, and the community. Updates webpages as needed for the division and assists with special projects and events, working closely with event specialists in University Events and within the division to assist with arranging catering and logistics, managing guest lists, preparing event materials, coordinating and communicating with volunteers and staff, preparing and distributing invitations, assisting with registration, and event set-up and breakdown. When required, supports division-wide projects and events. Assigns work to the Advancement Administrative Assistant and student assistants, as well as follow-up on the completion of assignments. Serves as a back-up to the Executive Assistant to the Vice President and the Advancement Administrative Assistant.

Provides support to volunteer boards and committees by scheduling and attending meetings, preparing materials and reports, taking meeting notes, handling communications, and other administrative tasks as needed. Acts as the point of contact for the division’s office needs, ensuring the office runs smoothly and all departments within the division are supported administratively. Maintains employee contact information, organizational charts, and leave requests for the Vice President and University Advancement leadership. Performs other related duties as assigned.

Requirements Of Position

Must be highly organized and have a minimum of two years of experience in a progressively responsible administrative assistant or similar position with a strong computer skills. A bachelor’s degree preferred.

Ability to rapidly understand the vision and mission of the University. Must consistently make sound decisions in the best interest of the University and division. Proficient in using standard office software packages such as MS Office (Word, Excel, PowerPoint, Publisher, and Visio) and Adobe Professional. Proficiency in Raiser’s Edge is preferred. Must have the interpersonal skills to develop positive relationships with faculty, staff, students, alumni, donors, volunteers, and other important University constituents as well as the ability to work independently in a professional, positive, and efficient manner. Must have the ability to maintain confidentiality, prioritize tasks with supervisory guidance, and work within to University and Advancement policies and procedures. Ability to oversee, train, and instruct student workers. Excellent oral and written communication skills including a thorough knowledge of correct English, grammar, spelling and punctuation as well as the ability to effectively communicate ideas. Must be able to manage multiple projects at any given time and prioritize and set reasonable goals to accomplish various projects.

The position involves working some evenings and weekends and travel to meet with volunteers and donors if needed with advanced notice. Must be able to successfully complete the Defensive Driver Training Program and to provide proof of eligibility to lawfully operate a motor vehicle in the State of California.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

Hiring Range: $3,681 - $4,268 per month

Closing Date/Time: Open until filled