Assistant to the VP/Office Manager

3 weeks ago

Potsdam, United States Clarkson University Full time
Job Title: Assistant to the VP/Office Manager

FLSA Status: non- exempt

Department: DAR

Title of Manager/Supervisor: Vice President for Development & Alumni Relations

Number of Employees Reporting to this Position: 0

Range: $17-$22 based on experience

Position Summary: Reporting to the Vice President for Development & Alumni Relations, The Assistant to the VP will be tasked with partnering with the VP to manage the daily operations of the office and to serve as a role model in training, professionalism, and integrity to the administrative staff. The position is a resource to the entire office in centralizing information as well as calendar, activities, and processes. This person independently manages the daily operations of the office, coordinating and planning internal and external activities for the staff. The position plans and executes long-range projects, including recurring and new activities. The Assistant to the VP routinely interacts with clients and internal and external constituencies, gathering and providing information and serving the needs of donors and prospects in a customer service focused environment. The Assistant to the VP leads the administrative activities of the office including budgeting, operations, and planning along with budgeting approvals (Executive and Printing/Postage budgets). In addition, the person in this position defines and creates reports and research based on the evolving needs of the staff and holds responsibility for the office master schedule including team events and deliverables (content, reports, and meetings).

General Purpose: The primary purpose of this position is to support and execute the programs of the Development & Alumni Relations Office and support the Vice President and main office activities. Due to frequent staff travel, the position must function independently and with little direct supervision.

Position Responsibilities:
  • Select, train and supervise student assistants in general office procedures and monitor work for accuracy; track student assistant budget.
  • Coordinate and maintain travel, calendar and meeting schedules for VP.
  • Generate reports as needed, create new reports as requested.
  • Maintain master schedule with all events
  • Plan for administrative events including required content from leadership team
  • Conduct research on prospects as requested.
  • Review and reconcile budgets and produce monthly expense reports for DAR
  • Assist with DAR mailings, including Presidential communication efforts
  • Order and maintain office supplies, process purchase orders, renew periodicals and implement day-to-day office procedures.
  • Responsible for the delivery of individualized stewardship pieces for high-priority donors.
  • Serve as a resource for the DAR team as a knowledge hub for fund purposes, donor contacts, financial status, gifts/commitments, etc.
  • Welcome visitors to the office and assist them accordingly.
  • Answer telephones and direct call or take messages, receive and distribute faxes.
  • Perform other related duties incidental to the work of the office.
  • Performance of this role requires you to be in the office.

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University's Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified

Essential Skills:
  • Proficiency with Microsoft Office Suite and Microsoft Outlook.
  • Ability to learn and manage web content management systems.
  • Superior interpersonal skills, including diplomacy, tact, confidentiality, customer-orientation, cooperation, creativity, sensitivity and thoughtfulness.
  • Commitment to and ability to maintain a team relationship with colleagues.
  • Ability to plan and execute work and easily adapt to abrupt changes in daily priorities.
  • Ability to multitask yet pay close attention to detail and maintain confidentiality.
  • Ability to anticipate and prevent problems ranging from print materials, to processes, to events, to customer service.
  • Possess superior oral and written communication skills.
  • Excellent organizing, prioritizing, and time-management skills
  • Must possess a collaborative working style.
  • Demonstrated commitment to diversity and inclusion.
  • Ability to work in a fast-paced office, with quickly changing priorities
  • Excellent proofreading skills
  • Self-motivated and takes initiative
  • Ability to concentrate on phone calls or projects in an environment that may be noisy
  • Excellent time management and organizational skills
  • Ability to quickly learn new tools, technologies, and processes.

Education:
Minimal Qualifications: A minimum of an associate's degree with 3-5 years related experience or a high school diploma with 5-7 years of clerical or related experience required.

Preferred Qualifications: Proficiency with reporting

Experience:

Preferred Qualifications: Five to seven years of clerical experience in a major and deferred gift fund raising environment preferred.

Physical Demands:
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

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