Administrative Assistant to the Vice President for University Advancement

Profile

Full time/Part time:

Full-time

Location:

South Orange

Categories:

Staff

Provides high level, confidential, assistance with all administrative functions within the Vice President’s office and across the Division of University Advancement. Represents the office of the Vice President with professionalism at all times, developing and enhancing collaborative relationships and close communication with all Executive offices (EC and Deans) as well as other offices across all three campuses. Organizes and executes, or monitors and, in some cases initiates, reports on a wide range of plans, programs, projects, and activities directed by the VP or related to the Division departments for which the VP is responsible. Frequently acts proactively to achieve goals or tasks as project manager.

Duties and Responsibilities:

- Communication & Correspondence - Writes, edits, and processes a wide variety of written communications, including correspondence and reports, minutes, often of a confidential nature for VP. Uses various Microsoft Office Suite software packages such as word processing, Excel, spreadsheets, tables, graphs, graphics, Raiser's Edge, PowerPoint, etc. to produce documents including reports that go to the Board of Regents and the Advancement Committee. Often composes and prepares letters to regents, council members, and 7-figure donors for the VP’s and University President's signature. Works within Raisers Edge on letters to donors. Consults and delegates to Department Heads and others as needed. Researches organize and prepare a wide variety of information needed for projects, plans, reports, etc. Requires a high degree of knowledge and efficiency, excellent technical and written language skills, superior judgment and accuracy due to wide scope, high volume, fast pace.

- Management of Office of the Vice President - Answers and responds to a high volume of telephone calls, emails and Teams messaging for Vice President including tasks assigned by the President or Cabinet. Authorized to delegate to Department Heads and others as appropriate. Manages Vice President’s calendar, establishing priorities and scheduling appointments, meetings, etc. Maintains filing system for the Vice President’s area. Consults and delegates to Department Heads and others as needed. Requires a high degree of knowledge and efficiency, excellent technical and oral language skills, superior judgment, and accuracy due to wide scope, volume, and pace. Suggests and implements improvement to systems and procedures to deal with the work of the VP’s office.

- Meeting Planning/Logistics - Prepare documents and information, coordinate all internal as well as Board and other high-level external meetings and events and arrange for facilities, parking, catering, issuing information and invitations for Vice President, VIPs, and the Division. Requires excellent organizational skills.

- Travel Arrangements - Makes detailed travel arrangements for supervisor, compiling documents for travel-related meetings. Plans coordinates and executes all pre-travel preparation, including meetings and programming. Requires high efficiency, ability to work under pressure.

- Budget Management - Manages within the budget, submits charges, expense vouchers and check requisitions for reimbursement, reconciles credit card statements, orders supplies and catering, etc. for the Vice President. Delegated to act on standard budget requests, and other such routine administrative matters. Coordinates with departments on Division charges and costs.

Required Qualifications:

BA and 3-5 years experience managing high level, senior executive office functions. Ability to type 50 WPM

Desired Qualifications:

Comprehensive knowledge of the University, Advancement departments and Executive office protocol, operations and technology, etc desired. Intermediate to advanced knowledge of Microsoft Office suite, including MS teams and SharePoint.

Licenses and Certificates:

Project management certification a plus

Salary Grade:

Staff Non-Union - SN160

Exempt/Nonexempt:

Nonexempt

Physical Demands:

Must be able to lift 25 lbs

Special Instructions to Applicants:

Please provide contact information for at least three professional references.

Each applicant is asked to write a no more than 250-word response to the following writing prompt: Helping build a culture of philanthropy at Seton Hall will....

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.

Advertised:

25 Aug 2022

Eastern Daylight Time

Applications close:

Company info

Seton Hall University
Website : http://admin.shu.edu/