Administrative Assistant to the VP University Advancement

Administrative Assistant to the VP University Advancement Job no: 497541 Full time/Part time: Full-time Location: South Orange Categories: Administrator The Administrative Assistant provides administrative and operational support to the Office of the Vice President for University Advancement and the Division of University Advancement. The position coordinates communications, scheduling, meetings, financial transactions, travel arrangements, and donor stewardship activities to ensure the efficient functioning of the office. The Administrative Assistant serves as a key point of contact for internal and external constituents and supports advancement initiatives through strong organizational, customer service, and administrative skills. The role requires discretion in handling confidential information, knowledge of university procedures, and the ability to coordinate multiple priorities in a fast-paced environment. Duties and Responsibilities: Administrative Operations & Communications -Provides administrative support for the Office of the Vice President and the Division of University Advancement. Prepares, formats, proofreads, and distributes correspondence, reports, meeting materials, and other documents using Microsoft Office applications and university systems. Maintains electronic and paper filing systems and monitors office communications, responding to routine inquiries and directing requests to appropriate staff. Assists with donor correspondence and acknowledgment letters utilizing Raiser's Edge and other advancement systems. Requires strong written communication, organization, attention to detail, and discretion in handling confidential information. (30% of time ) Calendar & Office Coordination - Coordinates schedules, meetings, and appointments for the Vice President and other division leadership as assigned. Manages meeting logistics, including scheduling, room reservations, preparation of materials, and follow-up actions. Serves as a primary point of contact for visitors, faculty, staff, donors, and external constituents contacting the Vice President's office. Maintains office records and supports the efficient operation of office procedures and workflows. (25% of time ) Meeting, Event & Donor Engagement Support - Coordinates administrative and logistical support for meetings, division meetings, donor visits, cultivation events, and other Advancement-related activities. Arranges facilities, catering, parking, invitations, meeting materials, and attendee communications. Supports stewardship and donor engagement for the Vice President’s portolio by tracking logistics, preparing information packets, and assisting with follow-up activities. Requires strong customer service and organizational skills. (20% of time ) Financial & Procurement Administration - Under guidance from the Assistant Vice President for Strategy & Administration, ensures timely and accurate processing for contracts, purchasing requests, payments, expense reports, catering orders, and supply purchases in accordance with university policies and procedures. Assists with monitoring expenditure and maintaining support documentation for divisional budgets. Reconciles procurement and credit card records. (15 % of time ) Travel & Administrative Support Services - Coordinates travel arrangements and related documentation for the Vice President and designated Advancement staff. Prepares itineraries, maintains travel records, processes reimbursements, and assists with pre-travel and post-travel administrative requirements. Provides additional administrative support for special projects and divisional initiatives such as new employee hiring and onboarding, bulk mailing preparations or other as assigned. (10% of time ) Required Qualifications: Bachelor's Degree and 1-3 years post bachelors experience. At least 2 years of high-level, comprehensive knowledge of University, Advancement departments and Executive office protocol, operations and technology, etc may…

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