Summary
Reporting directly to the Vice President for University Advancement, the Administrative Assistant for University Advancement provides critical, high-level support to the Vice President and the University Advancement Leadership Team, consisting of one Assistant Vice President, one Executive Director and two Directors. Acting as the primary liaison for internal and external stakeholders for the VP’s office and coordinator of logistics across the division, this position is critical in supporting the logistics related to fundraising and alumni engagement. It demands meticulous attention to detail, outstanding interpersonal and writing skills, and the ability to excel under pressure in a dynamic, fast-paced environment.
Duties and Responsibilities
- Provide primary administrative support to Advancement leaders, enhancing their capacity for strategic work.
- Support the onboarding of new hires in the division, assisting with elements of the new hire checklist.
- Provide day-to-day administrative support for the departmental staff with a spirit of radical hospitality and customer service.
- Coordinate the VP’s calendar, organize meetings and appointments, book space as needed. Liaise regularly with the VP to inform them of upcoming commitments, responsibilities, and divisional needs.
- Supports the VP’s internal communication initiatives to key stakeholders including the division, all faculty and staff, alumni, and the Board of Directors. This includes the drafting, editing, and sending of email, talking points documents, Board of Trustee reports, and slide decks.
- Liaison between University Advancement and the President’s office, including facilitation of document signatures and correspondence, meetings, and room reservations.
- Manage and create the monthly presidential birthday cards. Work with Advancement Services, Integrated Marketing and Communications and the President’s office on the annual Presidential Christmas card.
- Manage agendas, take notes, assign and disperse action items, and facilitate information sharing as assigned.
- In coordination with the VP, assist with the preparation of materials for quarterly Board Advancement Committee meetings, including preparation of materials and upload to Board portal, and room set-up and clean-up for each meeting.
- Help manage and maintain the divisional budget. Prepare and submit requisitions; process cross-departmental invoices. Interface with Finance, Procurement, and Accounts Payable offices to ensure prompt and accurate payments.
- Submit and track contracts for services according to the Legal Department’s process. Assist with the preparation and coordination of internal, federal, and state audits.
- Complete expense reports and other tasks in Chrome River on behalf of the Division’s VP, AVPs, and Directors.
- Assist supervisors with procuring the necessary office equipment and supplies for team members. Interfaces with vendors and Division leaders to order promotional donor gift materials and other supplies to support events and initiatives, as directed. Assemble donor visit folder materials and maintain the inventory of those materials. Maintains the Division’s membership accounts for procurement of goods.
- Manages inventory, storage, ordering, deliveries, and facility needs related to all Enrollment & Marketing Advancement division spaces and units. Oversees building access and maintenance requests and daily set-up and closure.
- Maintains the Division’s culture and communication through the facilitation of internal events such as retreats, book clubs, lunches, and happy hours.
- Manage various special projects assigned by the VP, communicating goals, deadlines, deliverables, and status to relevant stakeholders.
- Track signage for newly named locations. Work with facilities, Gift Officer and donor in conjunction with the vendor to see project through completion.
- Update donor records, including the daily deceased updates in Slate.
- Work with IMC in maintaining the University Advancement page of the JCU website.
- Submit quarterly lobbying reports to the US Senate.
- Other duties as assigned.
Required Qualifications
- High school diploma or equivalent
- One or more years of experience in an office setting
- Proficient in Microsoft Office Suite and Google G Suite
- Strong written communication and editing skills, project management skills, professionalism, and discretion required.
- Exceptional accuracy and attention to detail required.
- General knowledge of budgeting and accounting procedures.
- Proficiency in using computer software and learning new software quickly.
- Strong organizational skills and the ability to follow through on tasks and requests.
- Ability to maintain multiple projects simultaneously and to prioritize tasks.
- Self-starter with excellent interpersonal communication and problem-solving skills.
- Ability to maintain a high level of confidentiality.
- Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.
Preferred Qualifications
- Bachelor’s degree.
- Minimum 5 years of administrative experience in a complex organization, including direct support to senior-level administrators.
- Experience using Slate, Banner, and/or Chrome River.
Normal Work Location, Hours and Conditions
This position works in person from our campus in University Heights, Ohio. University core business hours are generally 8:30 am – 5:00 pm. This position will require occasional work to be performed outside of normal business hours based on department operations and University events.
Physical Requirements
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.
Hours
Full Time
FLSA
Non-Exempt (Hourly)
Compensation & Benefits
Starting salary will be $ 18.00 – $22.00 per hour, commensurate with qualifications. This position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children.
About John Carroll University
John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences, the College of Health and the Boler College of Business, which include graduate programs. The University offers more than 70 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master’s level.
The University enrolls approximately 2,300 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 13:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years.
The University enrolls approximately 2,300 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 13:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years.
Posting Detail Information
Posting Number
AS914P
Open Date
Close Date
Open Until Filled
Yes
Special Instructions Summary
EEO Statement
John Carroll University is an Equal Opportunity Employer. The University is committed to diversity in the workplace and strongly encourages applications from women and minorities, veterans and individuals with disabilities.
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