Administrative Assistant to the VP for Institutional Advancement

Job Type

Full Time

Published

08/30/2018

Address

221 E 71st Street
New York
NY
10021
United States

Description

ESSENTIAL JOB FUNCTION

The assistant will provide the highest level of support to the Vice President for Institutional Advancement.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

  • Assist the Vice President for Institutional Advancement with the daily administration of the office.
  • During heavy travel/appointment season, in the Vice President’s absence, the administrative assistant is responsible for maintaining the overall office operations.
  • Interface with all constituencies of the College including alumni, donors, faculty, trustees, and staff. Greet visitors and be able to direct guests in an appropriate manner.
  • Compose and edit complex correspondence, and assist with mailings.
  • Coordinate travel arrangements and day-to-day scheduling and calendar for the VP.
  • Maintain IA general calendar of events, meetings, and appointments.
  • Coordinate and facilitating office activities and operations including ordering of supplies, conference room scheduling, and facilities management.
  • Answer phones, sort mail, fax and copy as needed; create and maintain files, records, and lists that may contain confidential information.
  • Prepare expense reports and purchase orders while effectively monitoring the department budget.
  • Reconcile monthly American Express/Visa/MasterCard statements for IA cardholders.
  • Assist with the preparation and submission of financial reports and other requested documents for the VP and Institutional Advancement staff.
  • Prepare and distribute materials for regular Fundraising and Resources Board Committee Meetings. Attend the meetings and take minutes.
  • Assist with logistical organization of special events.
  • Maintain current knowledge of College policies and procedures.
  • Oversee student workers.
  • Other duties as assigned.

  EDUCATION REQUIREMENTS:

  • Bachelor’s degree preferred

 OTHER REQUIREMENTS:

  • 2+ years’ experience in an office setting, including at least 2 years providing support to senior level management
  • Significant experience with Microsoft Office programs (Word, PowerPoint, Excel, Outlook)
  • Excellent oral and written communication, telephone, and interpersonal skills
  • Exceptional time management and organizational skills; ability to multi-task while remaining goal-focused
  • Ability to work under pressure, prioritize, meet deadlines and produce quality, detail-oriented work
  • Capacity to serve as the outward face of the IA office, greeting internal and external visitors and callers with a friendly, professional, and high-energy disposition
  • Proficiency with fund raising database programs (Raiser’s Edge) is a plus
  • Respect the confidentiality of the information that the Office of Institutional Advancement works with on a daily basis

Marymount Manhattan College is an affirmative action and equal opportunity employer.

Professional Level

Professional

Minimum Education Required

4-year degree


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