Administrative Assistant II
4 weeks ago
Carlow University is currently accepting applications for our Shared Administrative Assistant II position. The purpose of this role is to provide primary administrative and departmental support to the VP for University Advancement and Alumni Engagement, and the Diversity, Equity, Ethics & Inclusion Officer. This position will also manage general office operations, serve as a departmental point of contact and provide administrative leadership to ensure highly functioning departments.
ESSENTIAL FUNCTIONS:
- Perform administrative duties and provide clerical support in all projects.
- Administer and reconcile budgets including requisition requests, expense reports, and reimbursements; this may also include petty cash management.
- Oversee activity related to Carlow Market, i.e. purchasing of supplies, adding new vendors, invoices, etc.
- Ensure highest levels of efficiency and effectiveness in general office procedures, processes and workflow.
- Screen and direct inbound inquiries and calls, provide information, direct callers as appropriate, analyze problems and resolve issues as necessary, greet visitors and attend to their needs.
- Interface and communicate across various departments, with all levels of internal constituencies, as well as external contacts in support of both departments.
- Exhibit advanced proficiency in composing, editing, and preparing correspondence, reports, memos, and presentations using Microsoft Office Suite software, including Word, Excel, and PowerPoint.
- Update and monitor calendars. Schedule meetings and appointments. Perform outreach as directed.
- Assess the degree of confidentiality of all information received or requested and respond accordingly.
- Plan and coordinate meetings, ensuring that all resources are prepared and in place for the meeting participants, provide high level support for the Development Committee, Trusteeship Committee and Antiracism Oversight Committee of the Board of Trustees.
- Monitor next step actions associated with VP and President donor visits and communication.
- Assist in planning, support and execution of events hosted by the departments.
- Track and update university materials as needed for donor information packets for events, meetings, donor and alumni visits, as directed by supervisors.
- Provide support for Stewardship activity, as needed.
- Create and research new prospects, donors, alumni and potential new trustees by creating profiles and background summaries.
- Exhibit an understanding of the principles of inclusion, equity and belonging.
- Manage and track process of new gift agreements through final signing from donor.
- Assist in planning and organizing DEI events, workshops, communications and training sessions.
- Coordinate and support DEI-related projects and initiatives.
- Perform other duties, functions, and activities as assigned.
- An associate's degree required; a bachelor's degree preferred.
- Three years professional office administration experience supporting senior level managers or 5 years' experience in a higher education institution, or non-profit, providing administrative support at the Director's level or above; Transferrable skills will be taken into consideration.
- Demonstrate and reflect an understanding of and commitment to the mission and core values of Carlow University and the Sisters of Mercy.
- Show strong written and verbal communication skills by effectively handling sensitive matters with confidentiality and professionalism.
- Ability to communicate effectively in person, via telephone and in writing.
- Ability to efficiently operate the telephone, e-mail, and related systems.
- Strong skills with Microsoft Office programs: Word, Excel and PowerPoint. Experience in Raiser's Edge a plus.
- Proven analytical and problem solving skills with ability to make decisions and take in iterative to resolve issues.
- Proven ability to maintain strict confidentiality and to handle sensitive matters using discretion, diplomacy, and good judgement.
- Working knowledge of office administration
- General knowledge of non-profits and/or fundraising is a plus
- Strong business and work ethic
- A culture of integrity, dignity and respect for all
- A strong commitment to social justice
- Ethical forward-thinking leadership
- Comprehensive medical, dental, vision, life & disability benefits package
- Tuition benefits for undergraduate and graduate programs
- Health Savings Account and Flexible Spending Account options
- Wellness and Employee Assistance Program
- Complimentary use of Carlow's fitness center and amenities
Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing environment; have experience working with diverse populations; actively support Carlow's commitment to equity, inclusion, and community; and be able to articulate how they will contribute to Carlow University's Catholic, Mercy mission and values through their teaching, scholarship, and service.
Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its diverse community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a diverse community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world.
Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job related tasks other than those specifically presented in this description. Duties, responsibilities, and activities may change at any time with or without notice.
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