Administrative Assistant 2, University Advancement (1115)

Idaho State University

5d•Onsite

About The Position

To perform complex secretarial, office administration, and public relations assignments; perform related work. The successful candidate provides high-level support to the Division of University Advancement. The position coordinates and supports ISU fundraising and engagement initiatives, including administrative support for donor cultivation, alumni engagement, Advancement division operations, donor stewardship, event logistics, and board meeting management and operations. The successful candidate will be responsible for a wide range of administrative and executive support tasks, interacting with staff at all levels throughout the Division and University. This is a fast-paced environment where a high level of organization, flexibility, resourcefulness, customer service, attention to detail, and professionalism is required. Daily work activities require strong written and verbal communication skills, as well as the ability to multitask. This position will report to the Executive Assistant. This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Requirements

Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception.
Good knowledge of researching, compiling, and summarizing data for reports.
Experience interpreting, applying and explaining complex information such as regulations, policies or services.
Experience independently solving problems/performing liaison activities in a work setting.
Experience coordinating activities requiring complex arrangements.

Nice To Haves

Some knowledge of financial record keeping.
Some knowledge of supervisory practices.
Good knowledge of legal terminology.
Good knowledge of investigative procedures.
Experience in Public Relations.
Experience using dictation/transcription equipment & taking minutes.

Responsibilities

Serve as the first point of in-person contact at the ICCU Bengal Alumni Center by managing front desk reception, answering the main phone line, assisting with visitor requests, and receiving in-person donations.
Provide comprehensive administrative support to the senior leadership team and division, including managing calendars, coordinating travel and scheduling, assisting with purchasing and budget tracking, processing EPAFs, making copies, collecting and logging mail, supporting daily Foundation gift processing tasks, ordering office supplies, data entry, and performing general office duties.
Serve as a departmental P-card holder and create requisitions for office purchasing; reconcile purchases and submit documentation per university policy.
Assist with alumni and donor outreach, outreach materials inventory, and support for various division-wide projects as needed.
Collaborate with Division staff and internal and external partners to arrange meetings and events, develop itineraries and agendas, help create lists for alumni and donor communications, and schedule meeting accommodations.
Support development operations, including assisting with donor briefs and data entry between development officers and the donor database.
Coordinates meetings and appointments with internal and external partners, alumni, donors, and prospective donors.
Maintain the accuracy and confidentiality of database records for donor and alumni program data to ensure timely information (i.e., volunteer participation, advisory board rosters, prospect management, etc.).
Provide support for advancement events, including registration, setup, logistics, attendee communication, day-of needs, and entry of engagement data from alumni and donor activities.
Assist with budget tracking and financial management, and regularly use the Foundation alumni and donor database to generate reports, spreadsheets, and correspondence.
Provides elevated administrative support for ISU Alumni Board activities, including but not limited to: scheduling board and committee meetings, assisting with fulfilling requests from board volunteers, staffing board meetings, organizing all meeting logistics, catering, and providing support to leadership for ongoing board management.
May be asked to work after hours and/or on weekends for meetings and event-related functions periodically.
Other duties as assigned.