Administrative Assistant 4 - Development

Eastern Washington University, United States

Updated: over 1 year ago
Location: Cheney, WASHINGTON
Deadline: 27 Nov 2022

Posting Details
Posting Details


Working Title Administrative Assistant 4 - Development
Posting Number 2022095CP

Position Information


Classification Title Admin Assistant 4
Classification Code 105H
RCW Exemption Criteria No Exemption
EWU Position Number C99077
CUPA Code N-505000 - Administrative/Office/Clerical Lead/Supervisor
FLSA Non-Exempt
Bargaining Unit BU 2
% Full Time 100
Salary / Wage Range CS - 46
Salary Information
$45,708 – $59,904
Anticipated Start Date Position is Available Now
Term of Appointment 12 months per year
Location Cheney campus
County Spokane
Project Description
Project Duration
Background Check Yes - Access to Funds or other items of value
Responsible HR User Kenlyn Mackey
Responsible HR User Email address [email protected]

Posting Text


Job Summary
Eastern Washington University is seeking an Administrative Assistant 4 within our Office of Philanthropy.  Due to growth, this is a new position. This position will report to the Assistant Vice President of Philanthropy.
  • This position will work within a team-orientated environment, interacting with the VP of Advancement, the AVP of Philanthropy, the University Advancement and fundraisers, the President and President’s office staff, campus leaders and alumni.
  • This position carries out administrative duties in support of the AVP and front line fund raisers including unit budget tracking, is involved in donor cultivation and alumni engagement and has significant responsibilities for designing and managing donor-centric events.
  • The ideal candidate will have knowledge of the University, excellent electronic, oral and written communication skills and the ability to address sensitive issues and correspondence, documents and information confidentially.
  • On top of salary, the University offers a comprehensive benefits package including health insurance, life and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 11 paid holidays per year and fringe benefits such as tuition waiver for employees, discounted EWU sports tickets and free transportation through STA buses.
About Eastern Washington University
Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.
Tribal Land Acknowledgement
Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place—the knowledge that comes from the land.
Diversity Statement
EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.
Conditions of Employment
  • This position, during the course of university employment will be involved in the receipt of, or accountability for, university funds or other items of value; as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.
  • All new employees must comply with EWU immunization Policy 602-02 and provide proof of immunity or vaccination to MMR and proof they are fully vaccinated against COVID-19 before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs. COVID-19 Vaccination and Exemption Information link: https://inside.ewu.edu/hr/
  • This position is covered by the Washington Federation of State Employee’s Collective Bargaining Agreement.
Physical Demands
If you would like to obtain a copy of the Essential Functions Analysis form, which describes the physical and mental demands of the position, please contact Vara Lyn Conrath at [email protected] .
Pre-Placement Physical No
Hearing Test No
Medical Monitoring Post Hire No
Protective Equipment
Required Qualifications
  • Associates degree
  • Budget Management experience
  • Strong, independent project and time management skills
  • Intermediate working knowledge of office equipment and computer skills using Microsoft Outlook, Word, Excel, PowerPoint, Adobe, Banner, Concur and/or other similar programs and computerized record systems
  • Evidence of writing and editing skills to produce professional business correspondence, documents, presentations, reports, etc.
  • Professional or personal knowledge and/or experience using on-line web-based platforms for business operations such as room reservations, technology scheduling, catering, hotels, airlines, rental cars, etc.
  • Demonstrated ability to establish and maintain effective working relationships at all levels of the university including donors, students, staff, faculty and the general public
  • Candidate must demonstrate interest, ability and/or experience promoting cultural competency, universal accessibility and/or diversity
Preferred Qualifications
  • Bachelor’s degree or other professional/formal education for office, clerical, administrative assistants or a related field and/or experience working in an office for at least five (5) years
  • Advanced software skills in Microsoft Office, including Excel, Access and PowerPoint, scheduling/calendar software and Concur travel software
  • Experience or demonstrated ability to function in an office environment administratively supporting more than one individual including the ability to coordinate and prioritize multiple tasks, projects and schedules
  • Evidence of organizational skills and ability to prioritize and track progress independently while working on one or more task/projects simultaneously
Other Skills and Abilities
Work Schedule Type Regular
Work Schedule
8:00am – 5:00pm Monday – Friday.
Position may occasionally require evening or weekend work to meet the demands of the office.
May telework up to one day per week.
Posting Date 11/09/2022
Open Until Further Notice No
Closing Date 11/27/2022
Screening to Begin 11/28/2022
Special Instructions to Applicants
It is strongly recommended that you print a copy of these instructions and the position posting before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.
  • Attach a detailed cover letter in which you explain how you meet each of the required qualifications [and preferred qualifications, if applicable]. It is preferred that you provide that information in a bulleted list or within a table within your cover letter.
  • Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position. Please list at least 3 professional references including: names, titles, organization name, phone numbers, email addresses, and connection to you (these can be identical to the references listed on the application).
  • Complete the online application form and respond to the online questions, if applicable.
  • Diversity Response – As an equal opportunity employer with a multicultural staff and student population, we are interested in how your qualifications prepare you to work with diverse faculty, staff, and student populations representing various cultures and backgrounds that may be different from your own. You will be asked to attach a diversity response as part of the online application process: Please describe how you will apply an approach that is supportive to the diverse needs, including universal access, of our students, faculty, staff, and the public.
    		•
    Application Types Accepted Application

    Job Duties


    % of Time 100
    Responsibility / Duty
    Administrative
    • Serves as a development office point of contact for donors and EWU leadership including but not limited to:
    • Answering and fielding calls and visitors and calendar management including follow up confirmation phone calls for appointments.
    • This work requires political acumen and knowledge of protocols when receiving important visitors (donors, regents, chancellors, president, legislators, etc.);
    • Exercising skill and diplomacy in interactions with all constituents and maintaining a positive attitude and willingness to react and respond in a helpful and appropriate manner to all inquiries.
    • Maintaining professional interactions with university constituencies at all levels including donors, students, staff, faculty, and management.
    • Arranges travel for philanthropy staff including submitting travel reports and using software including Concur.
    • Monitors the AVP’s email and resolves or routes requests for assistance while assisting the AVP in prioritizing such requests.
    • Drafts, edits, and proofreads correspondence, reports, and other written work product as requested.
    • Maintains effective safeguards to prevent the improper disclosure of highly sensitive and/or confidential information, including Health Insurance Portability and Accountability Act (HIPAA) protected information.
    • Assists in the preparation of materials for university leadership including research reports, briefing documents, constituent lists from the Blackbaud database, and program information from the campuses.
    • Attends meetings as requested to provide professional and/or administrative support.
    • Assists other staff members, especially development team members as necessary to assure the smooth day-to-day office functioning.
    • Organizes and maintains files and general office documents.
    • Performs other duties and special projects as assigned.


    Event Management
    • Schedules and coordinates meetings and events (reserves meeting rooms, conference call information, agenda development/distribution, room set up/clean up, IT support, food/beverage orders, etc.)
    • Assists with high-level donor cultivation and engagement events working with the advancement and development teams.

    Donor Communication
    • Contacts donors and potential donors on behalf of Advancement.
    • Interviews potential donors about their involvement and confirms attendance for events.
    • Manages the systems necessary to ensure contacts for donors (individuals and foundations) are timely and accurate including use of Blackbaud and Millennium databases as needed.
    • Contacts appropriate Advancement staff about upcoming deadlines and provides information regarding information/materials needs.
    • Produces presentation materials and/or PowerPoint presentations and briefing packets.

    Budget coordination
    • Tracks travel and cultivation budgets for Philanthropy.
    • Orders and purchases supplies and cultivation/stewardship materials and tracks those budget lines in combination for Director of Advancement Services and Executive Assistant – EWU Foundation/Advancement.
    • Prepares expense reports, reimbursements, and other financial transactions for the Office of Development.
    • Ensures transactions are accurate, submitted in a timely manner, and submitted in accordance with state and fiscal rules.
    • Attends procurement trainings as necessary and maintains certifications on required fiscal processes.
    Essential Function Indicator Yes

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