Executive Assistant to the Vice President

Central State University, United States

Updated: 13 days ago
Location: Wilberforce, OHIO
Deadline: 07 Jun 2024

Posting Details
Posting Details


Posting Number 0801514
Classification Title Executive Assistant to the Vice President
Working Title
Department Institutional Advancement
Department Contact Email [email protected]
Job Summary/Basic Function
JOB, DUTIES, AND RESPONSIBILITIES
• Assists the Division of Institutional Advancement in executing programs and activities by providing clerical and administrative support in the areas of communications; meeting and event support; database maintenance; donor correspondence; and other technical assistance to implement the Division’s objectives.
• Provides administrative support for the Vice President. Prepare daily and weekly calendar to review with Vice President of Institutional Advancement. Use critical thinking skills in anticipation of the Vice President’s daily schedule to ensure time management and prepared materials for each meeting.
• Serve as primary point-of-contact to all appointments for the Vice President of Institutional Advancement. Arrange travel schedule and make all business-related reservations for Vice President of Institutional Advancement, when necessary to ensure the most efficient and least costly options are utilized so that the Foundation’s expense budget is on target.
• Handles correspondence and appointment scheduling for the Vice President of Institutional Advancement, including providing the VP with appropriate paperwork, files, etc. pertinent to each appointment.
• Responsible for front office: greets and directs visitors; Responds to inquiries regarding the Division of Institutional Advancement procedures and policies from staff, visitors, and donors.
• Compose letters on topics within his/her scope of understanding on behalf of the Vice President of Institutional Advancement which include committee correspondence; initial follow-up on request for information or meetings to ensure accurate and timely communication with donors, Foundation board members, and committee members.
• Compiles presentations and coordinates meeting/presentation arrangements and requirements, including room reservations, audio/visual support and/or virtual meeting links.
• Book all meeting rooms and arrange catering and room setup for meetings within budget to assure appropriate communication with committee members and volunteers.
• Sets up files; prepares acknowledgments letters to thank anyone with whom the Vice President of Institutional Advancement has met and do so within 2 days of the occurrence and document appointment details in Raiser’s Edge.
• Become proficient in Raisers Edge for donor history, documentation, actions, and opportunities for Vice President of Institutional Advancement. Executive Assistant to the Vice President
• Sets up and maintains files or storage of a large and varied number of subjects; Files and retrieves information from an alphabetical, chronological, numerical, or by subject filing system; Purges files by the prescribed procedure. Maintains records and generates appropriate reports
• Receives and processes mail; Receives and logs checks; and maintains accurate records
• Identifies sources needed and compiles a variety of data. Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures
• Creates visual workflows and manuals to document office management processes.
• Manages Budget Procedures – inputs requisitions and processing of invoices for the Division of Institutional Advancement, and serves as key contact for Accounts Payable, Purchasing and the Budget Office. Assists with keeping the Vice President advised of balances and deadlines for all purchase orders and expenditures.
• Maintains a bookkeeping system using a computerized accounting program for the university. Records, codes and files all purchase orders; Prepares and routes purchase order and vendors invoices. Maintains financial transactions of office funds.
• Maintains files for all purchases. Keeps an accurate record of all receipts and disbursements. Keeps accurate records and receipts.
Minimum Qualifications
ADDITIONAL JOB FUNCTIONS
  • Maintains inventory of standard office supplies (paper, toner, folders, refreshments, etc.)
  • Maintains records and generates appropriate reports.
  • Maintains and respects confidentiality of staff, donor, and office related information.
  • Performs routine clerical duties and other duties and responsibilities as assigned.
  • Handles inquiries in critical situations, interacts with other departments/division heads.
  • Locates, identifies, and disseminates appropriate and accurate information.
  • Maintains leave forms for all University employees in the Unit. Serves as signature proxy for employee leave requests; manages employee absence calendar.
  • Attends seminars, conferences, workshops, classes, lectures, etc., as appropriate to enhance and maintain knowledge of trends and developments in the field of development and donor relations with specific emphasis on university development.


KNOWLEDGE, SKILLS, AND ABILITIES
General knowledge of standard office and general bookkeeping practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of division regulations and policies as they pertain to university financial record keeping; ability to keyboard accurately and at a reasonable rate of speed; ability to make arithmetical calculations,; ability to maintain accurate records on a variety of university accounts, ability to meet the public effectively ability to operate a variety of office equipment; skill in the use of data and word processing equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.
  • Ability to provide friendly and efficient service to internal and external candidates, students, donors, and alumni.
  • Knowledge of computers and MS Office software.
  • Knowledge of university systems, policies, and procedures.
  • Excellent organizational skills.
  • Ability to work independently of direct supervision and maintain confidentiality
  • Bachelor’s degree preferred with 3-5 years if clerical or office support experience; or an equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Preferred Qualifications
  • Experience in accounting.
Posting Date 05/22/2024
Closing Date 06/07/2024
Open Until Filled No
Special Instructions to Applicants
Position Category Staff - Monthly (Exempt)
Budgeted Annual Salary commensurate with experience

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