• Title

  • Senior Office Assistant, Institutional Advancement

    Posted: 11/03/2021

    OVERVIEW:  Provide secretarial and administrative office support to the Director of Operations and serve as a front office receptionist.

    1. Answer phones, greet and direct visitors to appropriate areas or persons.  Represent the office in face-to-face, phone, and email interactions with alumni, students, families, faculty, staff, and vendors.  Maintain front office reception area.  Sort, open and distribute individual or department incoming mail and prepare outgoing mail.  Compose and produce correspondence.  (10%)
    2. Process all purchase orders, invoices, and expenses, as well as reconcile expenses, for the office of Institutional Advancement.  Maintain financial files and records for the department.  (30%)
    3. Organize and coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency.  Coordinate work orders with Physical Plant, Information Technology, and other campus partners.  Coordinate inventory and supply management for the office.  (20%)
    4. Coordinate day-to-day activities for student workers.  Arrange training, monitor performance, and assign tasks.  Coordinate workflow with other staff leads in the office.  (20%)
    5. Coordinate internal and external calendars; reserve/schedule meeting rooms and meetings and make arrangements for equipment, seating, and refreshments, when necessary.  Prepare and maintain records, files, and databases, some of which may be confidential. (10%)
    6. Perform intermediate and advanced computer functions including managing databases, creating, analyzing, and integrating, and importing linked spreadsheets, creating mail, envelope and table merges, creating and editing captions, adding graphics, editing images, footnotes, endnotes, indices, tables of content, creating master documents and reports using information from several sources.  (5%)
    1. May, with supervision, organize and coordinate special projects including presentations, education programs, and special events.  (5%)
    2. Perform all other duties as may be required. 
    • High School education or equivalent
    • Two to three years of related experience or an equivalent combination of education and experience. 
    • Knowledge of purchasing and accounts payable processes.
    • Working knowledge of word processing and database systems required. 
    • Excellent organizational and communications skills are also required. 
    • Ability to work under deadline pressure and prioritize assignments while juggling multiple tasks.
    • Sitting in a normal seated position for extended periods of time
    • Reaching by extending hand(s) or arm(s) in any direction
    • Finger dexterity is required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
    • Communication skills using the spoken word
    • Ability to see within normal parameters
    • Ability to hear within normal range
    • Ability to move about
    DISCLAIMER:  This job description indicates the general nature and level of work expected of
    the incumbent.  It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent.  Incumbents may be asked to perform other duties as required.

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