Executive Administrative Asst, Advancement & Communications

Description

Reinhardt University is currently accepting applications for an Executive Administrative Assistant for Advancement & Communications. 

Position Summary:  

 Working somewhat independently in accordance with written policies, procedures, verbal instructions, and knowledge of administrative and advancement division practices, this position is responsible for performing a variety of highly visible and confidential administrative and clerical duties which may involve, but are not limited to, tasks such as accurately collecting data and information, courteously attending to callers, donors, and visitors, creating and maintaining accurate and up-to-date files, inventory of divisional policies, procedures, workflows, and guidelines, organizing data and events, responding to requests for information in a timely and accurate manner, attentively coordinating schedules, meetings, and travel arrangements, providing accurate word processing, proof-reading, and data entry support, neatly copying materials, and promptly sending, receiving and distributing a variety of documents, supporting vice president in activities related to donors, alumni, campus, community, and the board of trustees.   This position may also provide supervision of work performed by student workers.  This function may include work distribution, scheduling, training, answering questions, and/or assisting in solving moderately complex problems.

Minimum Requirements:  

• Bachelor’s degree in English, history, communications, marketing, business, or relevant field of study from an accredited institution. 
• Three to five years’ experience in a non-profit or educational environment (preference for experience in a fundraising, and/or alumni and volunteer relations management environment).
• Familiarity with concepts relating to financial management and reporting, compliance, fundraising, public relations, marketing, and communications.
• Familiarity with using a database system (CRM and Raiser’s Edge preferred).
• Excellent interpersonal, organizational, problem-solving, and communication skills (verbal and written).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). 
• Capacity to communicate with high-level executives, volunteers, and campus constituents in a professional, respectful, and collaborative manner. 
• Ability to prepare letters, memos, reports, etc. with a high degree of accuracy and neatness.
• Ability to work with attention to detail, especially when organizing meetings, events and coordinating schedules.  
• Demonstrated ability to prioritize work assignments, solve complex problems, and resolve conflicts.  
• Ability to manage time effectively and work on multiple complex assignments at one time.
• Demonstrated experience working with senior administrators, managing workplace demands of a high-profile office, and protecting the confidentiality of information shared.  
• Comfortable working in a demanding, face-paced, and deadline-based environment.
• Demonstrated ability to work effectively with a team and with many diverse constituents. 
• Valid driver’s license.
• Willingness to work evening and weekend hours for special projects and events. 
• Successful completion of background check.

Work Environment/Physical Requirements of the Job: 

Intermittent sitting, standing, stooping, crouching, walking, and occasional moving of objects. Must be able to walk between buildings and climb stairs on a routine basis. Physical ability to occasionally lift to 20 pounds.   Physical capacity to occasionally lift, carry, push, and pull.  Work is performed in person and in an office setting.

Primary Responsibilities/Essential Job Functions: 

Work daily with staff, faculty, students, alumni, vendors, donors, and the public, and frequently with Board members in order to:

• Courteously handle telephone calls, as appropriate, screen and redirect to appropriate staff member;
• Efficiently and accurately manage appointments and calendars;
• Compose correspondence for signature in response to request and/or telephone inquiries;
• Effectively manage requests and problems in order to free up the senior administrator’s time for other activities;
• Compile and distribute meeting minutes and properly maintain in files;
• Maintain accurate and up-to-date hard copy and electronic files for easy retrieval of information;
• Proactively handle incoming mail, routing to appropriate staff as necessary;
• Courteously meet and greet visitors and make them feel welcome;
• Professionally reflect the image and values of the University in all contacts with staff, students, faculty and the public;
• Assist with forecasts and budget preparation and monitoring;
• Maintain accurate and neat files;
• Maintain confidentiality for information shared in the office;
• Maintain accurate and up-to-date records on contracts, agreements, and monitor deadlines.
• Serve as a back up for Advancement Service in the processing of charitable contributions.

Additional Responsibilities: 

• Collaborate with other offices as needed for approvals and reporting. 
• Participate consistently and collegially in advancement divisional and departmental meetings and maintain proactive partnerships with colleagues.
• Work with colleagues to ensure processes and workflows are effective and efficient.
• Schedule and ensure resources for a variety of meetings including but not limited to reservations, food services, technology, supplies and set-up.
• Comport self with integrity, positivity, and respect for others.
• Lead or assist with events as assigned.
• Assist with other projects or activities as requested by the vice president for advancement.
• Collaborate with colleagues to facilitate a culture of philanthropy and brand awareness, best practices related to the division’s work, and compliance with University policies and policies, and state and federal law applicable to the division’s work.
• Communicate and collaborate effectively with the president and the president’s cabinet as well as their executive assistances. 
• Exhibit integrity, positivity, and respect for others’ roles and responsibilities.
• Operate with a desire to be helpful and supportive of campus colleagues’ efforts as it relates to advancement, marketing, and communications.         
• Assist with special projects and assignments to enhance the effective operations of the department.
• Assist with meetings, tasks, and records related to Advancement and Trusteeship Committees of the Board of Trustees. 
• All other duties as assigned by supervisor.

The preceding job description has been designed to indicate the general nature and level of work performed by the director of corporate and foundation relations. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Reinhardt University is an Equal Opportunity Employer (EOE/M/V/H/V). 

Reinhardt University is an equal opportunity institution. The University respects the essential dignity of all individuals and is committed to providing equal access to and support for education and employment opportunities. Reinhardt does not discriminate in any of its policies, programs, or activities on the basis of race, color, age, culture, national origin, socioeconomic status, veteran’s status, gender, sexual orientation, genetic information, religious belief, physical (dis)ability, political affiliation, or any other basis protected by federal, state or local laws. All persons involved in the operations of the University are prohibited from engaging in such discrimination. Direct inquiries regarding the equal opportunity and non-discrimination policy to: Director of Human Resources, Reinhardt University, 7300 Reinhardt Circle, Waleska, GA 30183, 770-720-9146.

. 

Qualifications