Administrative Assistant to the Vice President for University Advancement

CSU Careers•Fresno, CA

3d•Onsite

About The Position

Reporting directly to the Vice President for University Advancement (VPUA), this position provides day-to-day office support to the Vice President, the Office of the VPUA and UA. The incumbent performs a full range of clerical and secretarial duties at varying levels of complexity that require knowledge of office methods and procedures and that involve the use of judgment and discretion, including calendaring for internal and external stakeholders. The Administrative Assistant is committed to excellence, teamwork, confidentiality and exemplary service in order to support the Vice President’s priorities and vision for the division.

Requirements

Completion of a high school program, technical/vocational program, or their equivalents.
Three years of increasingly responsible clerical, secretarial or administrative office work experience, or an approved combination of qualifying education and experience.
Knowledge of office methods, procedures, and standard practices, including principles of customer service.
Thorough knowledge of English grammar, spelling and punctuation, and ability to clearly communicate orally and in writing.
Working knowledge of budget policies and procedures.
Knowledge of basic methods for research, analysis, and presenting information.
Knowledge and ability to perform expense tracking, travel arrangements, purchase orders and record-keeping methods and documentation.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages (Microsoft Office Suite, Google Apps).
Experience with calendaring for internal and external stakeholders.
Ability to independently handle multiple work unit priorities and projects and provide assistance and support in planning and coordinating projects, activities, and events.
Ability to perform and apply basic mathematical functions of a transactional nature, including tracking and comparing data.
Ability to draft and compose correspondence and standard reports.
Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Demonstrated ability to deal appropriately with confidential information, and exercise good judgment on sensitive matters.
Ability to work effectively with faculty, staff, and students from diverse ethnic, cultural, and socioeconomic backgrounds.
Ability to establish and maintain a cooperative working relationship in a team-oriented environment and promote a positive, service oriented collegial work environment.
Ability to learn and interpret a wide variety of complex operations and University Advancement policies and procedures and support the mission of the department and university.
Ability to work independently and use sound judgment and discretion in establishing effective business processes and meeting deadlines.
Fundamental writing and presentation skills.

Nice To Haves

A Bachelor's degree.
Work experience in an academic/educational institution or a non-profit.
Work experience involving customer service in a professional office environment.
Work experience involving philanthropy.
Advanced skills in using Microsoft Word and Excel and/or Google Docs and Sheets.
Experience updating and editing websites.
Experience with digital applications, such as Zoom, and DocuSign.
Experience with CRM, currently Ellucian Advance.

Responsibilities

Provides day-to-day office support to the Vice President, the Office of the VPUA and UA.
Performs a full range of clerical and secretarial duties at varying levels of complexity.
Utilizes knowledge of office methods and procedures and exercises judgment and discretion.
Manages calendaring for internal and external stakeholders.
Supports the Vice President’s priorities and vision for the division.
Performs expense tracking, travel arrangements, purchase orders and record-keeping.
Serves as a resource to students, staff and the community in responding to inquiries and providing detailed information concerning campus news and events.
Creates and maintains program files, records, and provides data for review.
Troubleshoots office administration problems and responds to inquiries and requests related to the VPUA work area.
Presents information related to UA programs and/or administration.