This position will be directly reporting to the Executive Director –
Office of Advancement and Alumni Affairs.
Coordinates, oversees, and/or performs a wide variety of support
activities, secretarial services, and confidential assignments for the office
or college.
KEY RESULTS/ACCOUNTABILITIES EXPECTED FROM THE
ROLE:
Serves as the primary point of contact for the Executive Director with
other offices, deans, faculty members, and students; by responding to inquiries
and satisfying all their needs.
Provides staff and office support for the office/college, which includes
screening and handling telephone communications, greeting and directing
visitors, and dealing with administrative issues and inquiries as they arise.
Maintaining the office calendar and scheduling appointments.
Organizes and facilitates meetings and special events; schedules and
coordinates dates and times, venues, attendance, agendas, and facilities; takes
minutes, and provides administrative support and follow-up on matters arising
from meetings.
Gathers, enters, and/or updates data to maintain departmental records
and databases, as appropriate; establishes and maintains files and records for
the office.
Coordinates and oversees the day-to-day management of supplies and
equipment for the office.
Assists in the scheduling and coordination of the manager's appointments
and travel arrangements.
Guides and oversees the work of newly appointed junior staff and/or
trainee students when engaged in related support activities.
Drafts letters, announcements, memos, circulars, and emails, and
communicates with all internal and external parties as needed.
Performs miscellaneous job-related duties as assigned.
Manages the office’s budget and spending requirements and follows up on
necessary financial transactions of the Office.
Supervises all clerical duties of the Office by maintaining organized
and easily accessible digital and paper-based resources, retrieving important.
Files, ensuring accurate and timely flow of documents, and reviewing and
arranging those which need the Executive Director’s signature.
Ensures that the deadlines of all requirements, tasks, duties and
projects are always met by following up with all related parties.
Maintains regular contact with AU’s internal and external parties by
communicating the Executive Director’s instructions, requirements, and
decisions, and briefing him on important issues of interest and feedback.
Enhances professional growth and development through participation in
educational programs, current literature, in-service meetings, and workshops.
PREFFERED QUALIFICATIONS AND CHARACTERISTICS:
Bachelor's degree in a related field such as business administration,
public administration, or communication.
With 3-5 years of experience that is directly related to the duties and
responsibilities specified.
Strong interpersonal and communication skills and the ability to work
effectively with staff from a diverse community.
Ability to create, compose, and edit correspondence and other written
materials.
Ability to coordinate and organize meetings and/or special events.
Excellent customer service skills.
Excellent communication skills spoken and written.
Knowledge of planning and scheduling techniques.
Ability to provide guidance to staff members in other offices.
Knowledge of fundraising and development principles and practices.
Familiarity with alumni relations and engagement strategies.
ADDITIONAL NOTES: Working Conditions
Work is normally performed in a typical interior work environment, which
does not subject the employee to any unpleasant elements.
The position may entail work after duty hours, on weekends, holidays,
and in emergency (i.e. may be subject to “on-call” responsibilities).
Other Benefits
Health Insurance for the employee, spouse and up to 3 children.