Administrative Assistant to Vice President of University Advancement

University of St Thomas•Minneapolis, MN

1d•$24 - $35•Onsite

About The Position

The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant to the Vice President of University Advancement. This position will primarily work on the Minneapolis campus, with some travel to the St. Paul campus as needed. The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment. The University is an Equal Employment Opportunity Employer (EEO). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic. This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. A successful candidate will possess a commitment to the ideals of this mission. As a member of the university advancement team, the administrative assistant to the vice president for university advancement is responsible for supporting the mission of the university by assisting the vice president and associate vice president in the performance of their overall responsibilities and overseeing the vice president’s multi-faceted office to help ensure smooth and efficient operation. Position is primarily based in Minneapolis but also spends time on the St. Paul campus. This position is 100% in-person. The assistant plays a key role in the management of development, principal and leadership gifts, advancement, campaign, Board of Trustees committees, and related processes and procedures, for the vice president and associate vice president. This includes assisting in the planning process, ensuring that functions and follow up occur in a timely fashion for the vice president and associate vice president. The executive assistant is also responsible for ensuring deadlines are met, schedules meetings, makes travel arrangements, pays monthly invoices, prepares expense reports, and prepares required documents for Board of Trustees committees. The executive assistant is the conduit of information between university advancement and the president’s office related to fundraising, campaign, and Board of Trustees items.

Requirements

A high school diploma or the equivalent
Five years of administrative support experience to managerial staff

Nice To Haves

A bachelor's degree

Responsibilities

Manage the vice president’s calendar for all activities, university advancement team meetings, development meetings, reservations, and travel; coordinate and prepare materials for meetings the vice president attends or leads including agendas, minutes, reports, presentations, online research, room reservations, and catering requests.
Manage expense reporting.
Assure the preparation and proper recording of call reports for development work involving the vice president.
Assist consultants for campaign work and training as required.
Support the associate vice president in scheduling meetings, prepare materials for meetings, correspondence, and manage expense reporting.
Support committees and projects as requested.
Prepare letters, donor acknowledgements, e-mail correspondence, memos, presentations, and other documents as needed for the vice president and associate vice president; complete writing projects for the vice president and associate vice president; transcribe and prepare clean text; edit and proof correspondence, proposals, and summaries.
File management is done through SharePoint and Optix.
Serve as conduit between university advancement and the president’s office.
Manage procedures and the timely delivery of information to the president’s office.
Ensure effective and diplomatic communication between president’s staff, provost’s office, office of the general counsel, office of mission, and members of university advancement.
Assist the executive assistant to the president with Board of Trustee meetings, including board room set up, hosting the board information table, etc.
Maintain excellent working relationships with all members of the university advancement staff, the president’s office staff, university leadership – including the various deans offices, and the internal university community as well as the Board of Trustees and donors.
Assist in onboarding new university advancement staff as needed.
Hire, train and supervise student workers as needed to collaborate with others and work in a team environment.
Other duties as required.