DEFINITION:
 
The principal purpose of this position is to provide executive level administrative support to the Vice President of Advancement and the Arts for the efficient operation of the division with a focus on exceptional customer service. This position will perform a variety of complex and confidential administrative duties in a very fast-paced environment and will interact with senior level administrators, deans, directors, donors, vendors, artists, agents, public and private officials, faculty, staff, students, and the general public. Work is stated in terms of objectives requiring project planning and judgement.  Assignments within the multifaceted responsibilities, will be broad in nature requiring creativity, ingenuity, and require an individual with an extreme attention to detail; incumbents may have overall project responsibility and act as a technical authority on assigned projects.

SUPERVISION RECEIVED AND EXERCISED:
 

• Receives direct supervision from the Vice President of Advancement and the Arts
• Exercises supervision over work study students, interns, and may also provide work direction or advice/assistance to other team members 
• May act as a lead on some projects and guide lower level team members as instructed

Duties & Responsibilities (Essential Functions)

 ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:
 

• Perform complex and confidential administrative activities for VP of Advancement and the Arts including but not limited to:
  1. Manage, organize, prioritize the completion and/or delegation of work within scope of authorized job duties, may sign on behalf of VP when appropriate and within established guidelines/policies.
  2. Oversee VP schedule
  3. Compose and prepare complex correspondence, responses and other documents; prioritize, delegate and organize electronic correspondence
  4. Oversee the organization and distribution of departmental mail, packages and other correspondence
  5. Input and retrieve donor data from VP interactions and updates to donor database
  6. Prepare reports and graphic materials as assigned, may analyze data and formulate responses
  7. Ensure that regulatory or accrediting agencies receive appropriate forms and reports
  8. Screen calls and respond to sensitive complaints and requests for information
  9. Prepare meeting minutes and other correspondence and documentation as needed
  10. Maintain day-to-day department operations including calendars of department activities, meetings, events, and the taking of, organization, and distribution of departmental meeting minutes 
  11. Serve as secretary to the Foundation Board of Directors, Executive Committee, Finance Committee, and other ad hoc committees, as well as the Wilson Center Advisory Committee – prepare agendas, take, maintain and distribute minutes, board notebooks, maintain contact information, and assist with Board correspondence
  12. Organize and arrange hospitality for guests, donors, as well as planning for stewardship functions
  13. Support processes for Wilson Center scheduling, contract review and routing, and agency/artist negotiations, and other related functions as assigned 
  14. Act as liaison for unit, and serve as the public face of your area for other areas of the college and the public
  15. Perform support work as assigned including special projects, special reports, responses to inquiries, etc.
  16. Recruit, train, and supervise Foundation work study students and interns
  17. Maintain coverage of Foundation Reception
  18. Participate in Foundation and Wilson Center sponsored activities/events which may require occasional weekend/evening hours
  19. Serve on committees and provide administrative support when necessary
  20. Provide assistance to students
  21. Assist other staff and faculty
  22. Engage in professional development
  23. Assume other administrative duties as assigned

 
Other Important Functions:
 

• Availability to work evenings and weekends to support events as needed. 
• Serve on search committees and train new employees.
• Adhere to legal requirements and regulations maintaining confidentiality and utilizing discretion
• Assist with divisional travel approvals, arrangements, and reimbursement processes. 
• Assist with student registration processes as necessary.
• Support divisional committees as assigned including organizing, recording, distributing minutes and disseminating evaluations as necessary.
• Support divisional budgeting and planning processes; compile information and data; prepare requisitions; coordinate purchasing activities as assigned.
• Perform related duties and responsibilities as required.
• May provide assistance to the President’s Office as requested.

Qualifications

 QUALIFICATIONS:
 
Knowledge of:
 

• General principles and practices of fiscal, statistical and administrative data collection and report preparation
• Skills in the use of database management, word processing, spreadsheet and presentation software
• Mastery of Microsoft Office Suite software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping and reporting
• Advanced principles of business letter writing and report preparation
• English usage, spelling, grammar and punctuation
• Basic mathematical principles
• Principals and techniques used in public relations
• Protocol and etiquette

 
Ability to:
 

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative
• Thorough knowledge of college operations and policies with ability to interpret and apply the policies, procedures, laws and regulations of the business unit to which assigned
• Work long hours while multi-tasking and maintaining good humor and self-control 
• Work independently in the absence of supervision
• Coordinate work assignments with others, may oversee and train assigned staff
• Work independently in the absence of supervision

• Establish and maintain cooperative working relationships with those contacted in the course of work
• Adapt methods to solve problems, use creativity to resolve complex issues
• Skilled at customer service and dealing with the public, can respond to difficult requests and inquiries

• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 10 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

 
EXPERIENCE AND TRAINING GUIDELINES:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
 
Minimum Education/Training:

• Associate’s Degree or higher in a related field

Minimum Experience:

• 3-5 years of experience in an administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality. 
• Demonstrates mastery of computer skills with knowledge of all Microsoft Office Programs, Web-based environments and ERP software (i.e. Ellucian/Colleague)

 
Preferred Education/Training, Experience, Skills:

• Bachelor’s Degree or higher with a combination of equivalent experience. 
• Experience in event planning or hospitality.
• Experience supporting senior level administrators is a plus.

Supplemental Information

 
Special Instructions to Applicants:
 

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.

• Applicants who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.