Position Title: Administrative Assistant for the Office of Philanthropy and Alumni Relations
Reports to: Vice President, Philanthropy and Alumni Relations
Supervises: work study, if applicable
Primary function: Provides general office, clerical, and administrative support for the Office of Philanthropy and Alumni Relations
Required Qualifications:
Education: A high school or college degree
Experience: Experience in a professional office environment requiring demonstrated proficiency in word processing, spreadsheet preparation, data base development, record keeping, file maintenance, computer applications, information management, written and verbal communication and interpersonal relations. Work experience with public, or customer interaction is a plus.
Essential duties:
- Serve as the Administrative Assistant for the Vice President for Philanthropy & Alumni Relations and other department staff to meet organizational needs of the Office by overseeing office operations, maintaining schedules, reserving meeting rooms, and setting appointments with both on campus and off campus constituents.
- Greets visitors, answers calls, responds to general inquiries, and provides referrals to appropriate resources.
- Displays strong interpersonal skills with students, faculty, staff, donors, and alumni.
- Coordination of overall department calendar to ensure project (mailings, events, etc.) completion. Collaborates with other offices such as Foundation, Corporate and Government Relations; President’s Office; academic deans, Communication, Events and Conference Services, and others regarding project completion.
- Completes administrative tasks such as mail merges, event preparation, maintain budget information, and data entry including visit notes and constituent updates.
- Assists alumni director with event planning, implementation, and logistics.
- Inventories and orders office supplies and processes invoices and expense reports, and assists VP with allocation of expenses to appropriate budgetary lines.
- Prioritizes and completes assignments, projects, and requests to assure attainment of outcomes.
Other duties:
- As requested, schedules travel and makes travel arrangements.
- Attends meetings for the purpose of taking notes and preparing and distributing minutes.
- Performs various other office functions such as sorting, filing, and retrieving files or documents, photocopying, and assembling documents, posting notices, and receiving, distributing, addressing, and sending out mail.
- Anticipates department needs and acts accordingly.
- Other duties as assigned.
Special challenges and environment:
- schedules travel and makes travel arrangements.
- Attends meetings for the purpose of taking notes and preparing and distributing minutes.
- Performs various other office functions such as sorting, filing, and retrieving files or documents, photocopying, and assembling documents, posting notices, and receiving, distributing, addressing, and sending out mail.
- Anticipates department needs and acts accordingly.
- Other duties as assigned.
Special Challenges and environment:
- Performs in a standard office environment with efficient time management.
- Prepares documents accurately and in established formats, sometimes on short notice.
- Prioritizes assignments and can meet deadlines and non-standard reporting or scheduling requirements.
- Works effectively as a team member.
- Supervises the work of Work Study Student(s).
- Ensures regular and reliable attendance.
This description is not intended to be all-inclusive. It is provided as a general statement of the nature and duties of the position. The incumbent may be asked to perform other assignments of a similar nature, or related to the effective operation of the department, or as a developmental experience, as assigned from time to time by the supervisor.
All positions require the incumbent to be able to fully embrace the unique mission and identity of the College as a Catholic, Benedictine liberal arts and sciences institution. Saint Vincent College is committed to diversity and encourages applicants from all qualified candidates. Saint Vincent College is committed to building a diversified and competent population of faculty and staff, and encourages applications from women and minorities. Saint Vincent is an equal opportunity employer.
PLEASE NOTE: Background checks will be performed on all new hires. Employment is conditional upon satisfactory background checks and clearances.
