Executive Assistant- Office of the Vice President of Advancement
- University of New Hampshire
- Location: Keene, New Hampshire
- Category:
Executive-Administrative Vice President
- Posting Date: 08/04/2022
- Application Deadline: Open until filled
Job Description
Operating Title
Executive Assistant- Office of the Vice President of AdvancementLong Classification Title
Administrative Services SpecialistCampus Location
KeeneDepartment
KSC Constituent Relations and DevelopmentSummary of Position
The Office of the Vice President of Advancement invites applications for an Executive Assistant to provide senior level administrative support to the Vice President of Advancement, the Director of Development, the Events and Conferencing Business Manager, the Major Gifts Officer, and the Director of Alumni Relations. Additionally, the Executive Assistant will provide management, budget and meeting support to the Keene Endowment Association (KEA). We are seeking applications from candidates with exceptional communication and collaboration skills and who demonstrate the highest degree of discretion and judgement in dealing with confidential information on all matters affecting the integrity of the Office.
Acceptable minimum level of education
HS or equivalentAcceptable minimum years of experience
7-10 yearsAdditional Job Information
Applicants should be prepared to upload the following documents when applying online:
- Letter of interest addressing experience with the above responsibilities
- Resume
- Contact information for three professional references
Application deadline: Review of applications will begin immediately and will continue until the position is filled or otherwise closed at the College’s discretion. For full consideration please submit materials by Wednesday August 17, 2022.
Posting Number
PS3443FY22Other minimum qualifications
Bachelor’s degree and three years of related experience involving progressively responsible duties, or an Associate’s degree and five years of related experience, or high school diploma and seven or more years of related experience involving progressively responsible duties; effective written and oral communication skills; strong attention to detail; proven organizational, analytical and problem-solving skills; ability to assess and triage office traffic; demonstrated experience with MS Office systems, including MS Word, Excel, PowerPoint, Outlook and relational databases; supervisory skills; high acumen for budget oversight and finances; the ability to prioritize and multi-task, balancing deadlines and unexpected urgencies as they arise; skilled at maintaining effective relationships with both internal and external constituents while maintaining discretion with information of confidential and sensitive natures; and the ability to work effectively as part of a team as well as individually as the lead on projects and events.
Additional Preferred Qualifications
Administrative support experience at the executive level, preferably in higher education; intermediate/advanced computer skills, including knowledge of Raiser’s Edge systems; budget management skills; experience hiring, training, and managing students is a plus. Additionally, the College has identified desirable qualifications that support our commitment to creating and maintaining a diverse campus community including the ability to speak a second language or to bring a multicultural perspective to the campus.
Salary Information
Starting salary range: $47,920-$60,810, commensurate with education and experience, complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.
Quicklink for Posting
https://jobs.usnh.edu/postings/50144Percent Time Information (FTE)
1.0Grade
18EEO Statement
The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.
Institution Information
Keene State College is located in the scenic Monadnock region of Southwest New Hampshire, and is an affiliate of the University System of New Hampshire. Located approximately 2 hours from Boston or Hartford CT, and 4 hours from New York City, the region contains many opportunities to enjoy outdoor recreation, cultural events, and a strong sense of community. To learn more about Keene State College, the University System of New Hampshire, and the Keene community, please visit:https://www.keene.edu, https://www.usnh.edu/ or https://www.ci.keene.nh.us.
Posting Date
08/04/2022Open Until Filled
YesPosting Open to Internal Candidates Only?
NoInterested Internal Candidates Exist?
NoJob Category
Salaried Staff (Exempt)Appointment Type
RegularDOT Safety Information
None applicableDuty/Responsibility
Executive Administrative Responsibilities
· Manage confidential and sensitive material on behalf of the department and VP of Advancement with the appropriate discretion and independent judgement.
· Manage confidential and sensitive material on behalf of the department and VP of Advancement with the appropriate discretion and independent judgement.
· Manage the calendar for VP of Advancement, schedule meetings with both internal and external constituents ensuring to liaison with cabinet members administrative staff to include appropriate leadership at meetings.
· Provide Administrative Coordination to VP of Advancement to ensure timely completion of tasks, recognize and accurately disseminate information of a highly confidential nature to appropriate personnel.
· Provide administrative coordination to Keene Endowment Association including meeting and budget support.
· Provide administrative coordination to the Events and Conferencing Business Manager, Major Gifts Officer, Director of Development, and Director of Alumni Relations to assist with the planning and organization of events, social media planning and communications.
· Provide administrative coordination to the Events and Conferencing Business Manager, Major Gifts Officer, Director of Development, and Director of Alumni Relations to assist with the planning and organization of events, social media planning and communications.
· Maintain a high degree of confidentiality and collaborate with all levels of the institution
· Deliver concerns of a sensitive nature to the VP of Advancement and disseminate to appropriate staff for follow-up.
· Coordinate complex travel and meeting arrangements, create itineraries for staff with detailed breakdown of their schedule. Assist with organizing events at travel destination – restaurants etc.
· Collaborate with campus departments for mutual benefit to make connections.
Duty/Responsibility
Budget Planning & Management & Constituent Relations
· Provide management and oversight of budgets for Advancement, Alumni Relations , External Events, and College Camp. Deliver monthly budget updates to the staff.
· Provide management and oversight of budgets for Advancement, Alumni Relations , External Events, and College Camp. Deliver monthly budget updates to the staff.
· Be intimately involved in budget planning and preparation for next fiscal year to ensure appropriate funding is allotted including analyzing payroll data for proper allocation.
· Maintain positive relationships with alumni, key constituents and stakeholders.
· Communicate effectively with faculty, staff, alumni and donors to resolve problems or concerns brought to our attention with the utmost discretion.
· Manage communications with alumni through email and phone; process requests for alumni ID’s and KSC License Plate decals.
· Manage communications with alumni through email and phone; process requests for alumni ID’s and KSC License Plate decals.
Duty/Responsibility
KEA Liaison
· Manage and lead activities pertaining to KEA. Support coordination of regularly scheduled meetings with internal KEA team members and KEA leadership. Maintain assignment list, schedule of KEA annual activities.
· Coordinate and manage KEA documents with support from Advancement Services, Manager of Stewardship, Cambridge Trust and VP Advancement.
· Support Stewardship Manager to schedule meetings and KEA activities. Manage minutes at KEA meetings.
· Manage and lead activities pertaining to KEA. Support coordination of regularly scheduled meetings with internal KEA team members and KEA leadership. Maintain assignment list, schedule of KEA annual activities.
· Coordinate and manage KEA documents with support from Advancement Services, Manager of Stewardship, Cambridge Trust and VP Advancement.
· Support Stewardship Manager to schedule meetings and KEA activities. Manage minutes at KEA meetings.
Duty/Responsibility
Supervision
· Provide management and oversight of students.
· Interview, hire and supervise both work study and student hourly employees to assist with departmental needs and events.
· Process all hiring paperwork and train student employees in the time keeping system.
· Provide management and oversight of students.
· Interview, hire and supervise both work study and student hourly employees to assist with departmental needs and events.
· Process all hiring paperwork and train student employees in the time keeping system.
Duty/Responsibility
Office Management
· Manage operations for the Alumni Center building.
· Coordinate office activities and maintenance for the building and communicate effectively with the staff.
· Manage operations for the Alumni Center building.
· Coordinate office activities and maintenance for the building and communicate effectively with the staff.
· Maintain all office equipment and request service as needed.
· Other duties as assigned.