Senior Administrative Assistant, AVP for Advancement

Updated: 3 days ago

Reports to:AVP for Advancement

Purpose: The job holder is responsible for a variety of support and managing activities for the AUC advancement team. He/she will provide budget and administrative support for the AUC advancement team including, preparing and administering multiyear budget(s), managing invoices, contracts for campaigns, donor/prospect visits and events and other advancement events; manage advancement unit administrative affairs and resource needs, liaising with various AUC offices and using AUC systems for planning, travel, SAP, Salesforce, etc. Also, provide a variety of support functions including contractor payments.

Principal Accountabilities:

  • Responsible for the VP and AVP calendar management as in setting, organizing and scheduling appointments and meetings
  • Handle administrative requests and queries from VP and AVP
  • Responsible for all the events planning; staff meetings, alumni events, donors’ events and AUC event by handling the preparations needed including:
    • Hall reservations
    • Room set up
    • Ordering the needed stuff such as flowers, tablecloth, catering, etc. either from inside or outside AUC
  • Manage cheques and cash collection processes
  • Develop and maintain an efficient filing system by keeping foundations for individuals and schools’ files
  • Responsible for following AUC policies in preparing office budgets
  • Handle expenses for all the budgets and post on the SAP
  • Coordinate budget transfers between the different lines within the same budget and between different budgets and track expenses
  • Prepare monthly report to the vice president of advancement on the expenses and balances
  • Prepare monthly report to the vice president of advancement on the travel expenses
  • Responsible for the petty cash of the area (EGP 4000)
  • Responsible for settling all the daily invoices
  • Handle travel arrangements of the fundraising trips for the vice president for advancement, AVP for advancement and fundraisers
  • Handle travel arrangements for some AUC community members who accompany the fundraisers; i.e. deans, professors and alumni
  • Responsible for the travel arrangements for all other Advancement staff members for alumni gathering or conferences. Travel arrangements include flight reservation through the new online travel system, request entry visa, prepare and settle per-diem, and request HR letters for the entry visa
  • Request and settle advances for the fundraiser trips
  • Responsible for the maintenance of the area’s equipment
  • Reserve cars, vans, buses and golf carts for the entire department
  • Act as a liaison between the staff and the carpool department concerning their problems as drivers’ bad attitude, drivers’ late arrivals and cars which are not presentable
  • Responsible for gathering the Advancement of staff vacations, in addition to managing the whole Advancement calendar
  • Receive the department mailings and follow up with the mailing company to check that shipments are received by AUC alumni, donors, trustees in addition to answering messenger’s inquiries about shipments address and phone number
  • Coordinate interviews during advancement search processes
  • Act as a liaison between the department and the facilities department as well as the IT department to handle the entire department requests
  • Contact the University Academic Computing Technologies department to handle the entire department requests for buying new software
  • Inform the security with visitors from outside AUC
  • Acquire new corporate lines for staff members' mobiles or data line for I-Pads
  • Fill in print job order requests online for printed materials or business cards
  • Perform other related duties as assigned

Requirements:

Minimum Education Requirement(s): 

  • Bachelor degree is required

Experience:  

  • Nine to twelve years of experience in an administrative position

Skills:

  • Excellent verbal and written communication skills
  • Strong project management skills
  • Ability to meet deadlines
  • Attention to detail
  • Ability to work both collaboratively and independently
  • Ability to interact effectively with a wide variety of people
  • Commitment to the highest standards of customer service and professionalism
  • An understanding of basic finance concepts and money management
  • Ability to adjust to fluctuating priorities and produce a reliable work product
  • Proficiency in Microsoft Word, Excel and PowerPoint
  • Database management experience

This position is open until November 25, 2019

Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted. If interested, send an updated and detailed resume to hr1@aucegypt.edu, stating Senior Administrative Assistantin the subject line.

“We thank all individuals who have expressed interest in working at The American University in Cairo."


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