Administrative Assistant

General Position Summary

This position provides a variety of administrative support for the alumni engagement team. Reporting to the Executive Director, Alumni Engagement, the incumbent will work closely with the entire team. This position also interfaces with external stakeholders including donors, deans and university leadership.

Essential Functions/Major Responsibilities

• Assists in on-boarding of new employees and facilitates standard onboarding steps for new team members.
• May provide budget and expense tracking for the unit.
• Prepares financial documents, including check requests, expense reimbursements, credit card reconciliation reports, and makes approved purchases.
• Manages supply orders for the alumni engagement team.
• Responsible for main alumni engagement phone line and email and greeting of guests. Check and respond to all phone and email lines (inclusion of life member phone/email lines).
• Training, and management of student employees.
• Attend strategy meetings with team leads—both internal team and Philanthropy and Alumni Engagement (PAE) leadership meetings as requested.
• May assist SVP with team assignments and project due dates.
• Coordinates meetings, retreats and conference logistics, including preparing and submitting invitations and room reservations; selecting, ordering, and working with catering on food and beverages and hotels on room reservations; preparing, printing, collating, and distributing materials, audio/visual equipment, etc.
• May performs Lynx research and data entry for team members, including reports, giving and donor data, requests for prospect research or prospect management actions.
• Attends select meetings, take notes, and synthesize information for distribution. Provides other meeting-related assistance as needed.
• Pick up and process department mail daily, which includes sorting and delivering mail to appropriate staff.
• On behalf of executive leadership and self, generates correspondence, reports, and other documents on own initiative or from rough draft; reviews and proofreads correspondence, proposals, cases for support and other documents and corrects grammar, spelling and punctuation errors; edits wording without changing intended message. Manages mailing preparation and scanning of correspondence.
• Life membership stewardship.
• May compile acknowledgement reports weekly for the Senior Vice President to sign.
• Maintain complex calendar(s) for leadership as requested, regularly prioritizing and arranging meetings and appointments with campus partners and external partners ensuring accuracy.
• Other duties as required
  
  

Secondary Functions

• Provide scheduled and emergency relief for the building front desk on occasion.
• Provides mentoring to and clerical assistance coverage for other UAF/PAE staff members as needed.
• Assists with UAF and PAE special events and meetings as needed.
  
  

Specific Job Skills

• Direct experience with office and business procedures.
• Excellent verbal and written communication, including strong proofreading abilities.
• Strong interpersonal skills and judgment, and the ability to self-direct and manage time proficiently.
• Expertise in the use of computers and electronic communications, including social media applications.
• Knowledge and skill using personal computers and business office software packages such as Microsoft Office (Word, Excel, Power Point).
• Ability to learn and utilize Lynx constituent relationship management software.
• Ability to appropriately and professionally handle highly sensitive and confidential information, and to keep this information totally confidential.
• Ability to solve problems and use professional judgment and discretion.
• Must demonstrate a strong work ethic.
• Ability to exercise appropriate judgment under general direction.
• Knowledge of standard office policies and procedures.
• Skill in English composition, grammar, spelling, and punctuation.
• Excellent communication (written and oral), customer service, problem solving and decision-making skills.
• High level of attention to detail.
• Strong organizational skills with a “hands on” attitude, including the ability to prioritize and manage multiple events, projects, and activities at the same time.
• Self-motivated with the ability to take initiative.
• Ability to work in a team-based environment and learn new skills.
• Awareness of current events and situations that affect this position as well as awareness of VIP individuals who have contact with the UAF.
  
  

Minimum Qualifications

• High School Diploma or equivalent; AND
• Three (3) years related non-profit or higher educational administrative experience, OR
• Any equivalent combination of experience, training and/or education approved by Human Resources.
  
  

Preferred Qualifications

• Two years of experience in customer service in development, marketing, or higher education setting.
• Knowledge and experience of fundraising and development functions.
• Knowledge of and experience with donor database systems, such as Blackbaud CRM, or other constituent management systems.
• Experience managing students.
  
  

Work Environment

• Standard office environment with close work on a personal computer in open, busy work environment.
• High exposure to a computer screen.
• This position may require sitting for long periods of time.
• May require some night and/or weekend work for event support.
• Requires ability to travel throughout campus and possibly with greater Tucson community.
  
  

The University of Arizona Foundation reserves the right to revise this job description at any time.