Executive Assistant, Development and Alumni Affairs

Wayne State University, United States

Updated: over 2 years ago
Location: Detroit, MICHIGAN
Job Type: FullTime
Deadline: Until Suitable Candidate is Found

Posting Number
045837  
Position Title
Executive Assistant, Development and Alumni Affairs  
Number of Vacancies
1  
School/College/Division/Institutes/Centers
86 - Development & Alumni Affairs  
Primary Department
H8605-Development Office  
Essential Functions (Job Duties)
JOB PURPOSE:
Provide confidential and administrative support to the Vice President for Development and Alumni Affairs and President of the WSU Foundation (VP), Associate Vice President of Principal Giving and Campaign Director (AVP), and the Director of Administrative Services (Director). Oversee and participate in assigned programs, projects, and initiatives to assist with achieving division goals and objectives. Serve as a liaison with internal and external contacts and represent the Division as directed.
ESSENTIAL FUNCTIONS
Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Prepare itineraries and agenda packets for the VP, AVP and Director. Coordinate with the Office of the President, Provost, Cabinet members, Deans, and other campus executives to schedule meetings, events, and activities.
Schedule meetings with high-level donors, alumni, and volunteers. Coordinate schedules of VP direct reports for leadership team meetings. Independently prioritize and respond to calendar-related requests for VP and AVP.
Serve as an information source to staff, donors and the public; answer questions, provide information and resolve routine problems regarding operations and services.
Provide high-caliber, professional customer service (i.e. prompt service, knowledgeable about the Division, etc.) to donors, alumni, faculty, staff, and other members of the community. Build and maintain professional relationships and professional, effective communication with individuals conducting business with and for the university.
Prepare and process general correspondence and reports. Prepare meeting materials and presentations for the VP and AVP. Provide technical writing where necessary; proofread and edit outgoing documents.
Plan and facilitate the quarterly divisional meetings including agenda preparation, meeting logistics, and handle follow-up matters.
Review incoming mail and signature requests for division executives and distribute appropriately, maintaining confidentiality.
Function as a key member of the division administrative network. Work collaboratively with team members.
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks, participating in professional organizations. Other duties as assigned including special project work.
Perform other related duties as assigned.  
Unique Duties
 
Qualifications
MINIMUM QUALIFICATIONS
Education
Bachelor's degree. Graduation from an accredited college or university with a degree in business administration, marketing, public relations or equivalent combination of education and experience.
Experience
Specialist. Minimum 5 years of job-related experience, including administrative support at the executive level and experience in program coordination or office management roles.
Prior experience in a higher education, non-profit setting preferred.  
Preferred Qualifications
KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrated ability to manage multiple projects and create processes/procedures and improve efficiencies in a fast-paced office environment.
COMMUNICATIONS SKILLS: Ability to communicate clearly, concisely and professionally both orally and in writing. Strong interpersonal skills are a must. Ability to work successfully with persons from diverse backgrounds.
PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational and time-management skills required.
ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively in professionally prepared documents or presentations. Must possess demonstrated skills and attention to detail in order to achieve a high degree of accuracy.
TECHNICAL SKILLS: Proficient skills in the use of complex administrative systems software, preferably in the higher education environment. Proficient skills with Microsoft Office suite, especially Word, Excel and Teams.
LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Skill researching topics to gain knowledge and understanding when information gaps exist.
TEAMWORK: Ability to collaborate effectively with colleagues within the division and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.  
Testing Requirements
Not Applicable  
Test Scheduling
 
Working Conditions
WORKING CONDITIONS
Normal office environment.
Adhere to confidentiality and data usage policy for the division.
Flexibility to work evenings and weekends
Wayne State University requires all students, faculty and staff to be fully vaccinated against COVID-19 with limited exceptions. Learn more at: WSU Covid-19 Website  
Job Type
Full-Time  
Job Category
Professional/Administration & Supervisory/Management  

Fiscal Year of Job Open Date
2021  
Job Open Date
(When job is posted in the system)
09-15-2021  
Job Close Date
(or until suitable candidate is found)
Until Suitable Candidate is Found
Is this position reposted?
No  
Reposting Reason:
None (New Posting)  

Background Check Requirements
University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting to work. If you are offered employment, the University will inform you if a background check is required.  
Instructions for submitting your application:
 
Represented Position Message
 

Salary (Minimum)
(Non-Academic Only)
56,000  
Salary (Hire Max)
(Non-Academic Only)
 
Salary (Maximum)
(Non-Academic Only)
60,000  
Hourly Rate
(Non-Academic Only)
 
Salary Range
(Academic Only)
 
Is Position Bump Ineligible?
(Non-Academic, Represented positions only. Select 'No' for Academic. Select N/A if Non-represented.)
**NOTE: If 'Yes' is selected, then this is a Bump Ineligible Position (BIP). The person who bids or hires into this 100% grant funded position has no bumping rights upon grant expiration or in a reduction of force.
N/A  

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