JOB SUMMARY: Provides coordination work and administrative support to the Chief Advancement Officer, the Office of Advancement & Sponsored Programs, and the Institute of Health & Wellness programs with an emphasis on providing strong stewardship and accounting of campus gifts and grants, database management and reporting, and general office support.
REPRESENTATIVE DUTIES
Records Management and Reporting
- Serve as primary for entering, maintaining, and reporting electronic database entries relevant to departmental operations.
- Maintain address, contact information and correspondence with donors and alumni in electronic data bases.
- Process donations received and prepare tax letters.
- Assist the team with mailings, publications, and posters.
Office Support/Budget Maintenance
- Participate in preparation of department budget projections, plans, and tracking.
- Process purchases via university credit card.
- Provide overall general office support.
Advancement, Alumni Relations, and Institute of Health & Wellness
- Perform general administration and support work requiring field-specific knowledge relevant department assigned. Requests information from and provide information to other departments and outside sources.
- Coordinates materials and communication for specific academic programs, and coordinates events for those programs.
- Answers and directs telephone calls and emails to appropriate parties; greets and provides information to students, faculty, and other visitors; represents academic programs and university as needed.
- Manages communication with adjunct instructors, including documentation of contact information, preparation of contracts, and notifications regarding courses
- Coordinate and schedule meetings. Takes minutes at program area and university meetings as needed.
- Develops and maintains department record-keeping systems, performing general filing and file retrieval.
- Assists with planning and support for program events, seminars and meetings.
- Provides general upkeep of academic areas, and works with facilities and maintenance departments to maintain the cleanliness and functionality of academic spaces
- Assist with fundraisers, donor appreciation events, and alumni events – preparation, setup, hosting, take-down.
- Coordinate travel arrangements and expense reporting and reconciliation for the OASP and Health & Wellness faculty.
- Assist with the distribution of alumni communications and current student and alumni surveys.
- Act as the primary contact and liaison between external and internal organizations for the Institute of Health & Wellness
- Sorts and delivers mail; sends, receives and distributes faxes. Makes copies and scans and files electronic documents.
- Maintains tracking of department budget, reporting as required to Finance and own department leaders.
KNOWLEDGE and SKILLS
- Skill in face to face, interpersonal, and written communication.
- Skill in establishing and maintaining cooperative working relationships with others.
- Knowledge of privacy laws and regulations.
- Knowledge of customer services concepts and practices
- Skill in database management.
- Skill in prioritizing workload accordingly.
- Skill in numeracy, attention to detail, and ability to use spreadsheets to present clear financial and quantitative analysis and information.
- Skill in working flexibly; to manage competing priorities and to meet strict deadlines.
- Skill in maintaining and updating office and administrator schedules.
- Skill in maintaining confidentiality; being tactful and discrete in all interactions.
- Skill in working independently and collaboratively as a team member.
- Skill in filing and record keeping.
- Skill ininteracting with others on a professional level.
- Knowledge of basic purchasing processes.
- Knowledge of multi-line telephone systems operation.
- Knowledge of Microsoft Suite including Teams.
MINIMUM EDUCATION QUALIFICATION
Two years’ college coursework and three years progressively responsible experience related to the program specialty, or an equivalent combination of training and experience.
MINIMUM EXPERIENCE QUALIFICATION
Non-Supervisory: Two (2) years of related administrative experience in an academic or professional setting.
ADDITIONAL REQUIREMENTS
Ability to obtain an Alaska driver’s license and maintain a good driving record.
