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Administrative Assistant
Position Number: E 798
Salary for Announcement: The beginning of the salary range is $45,300. The final salary will be commensurate with education and experience.
Employee Category: Administrators
Department: VP of University Advancement
Position Summary:
The Administrative Assistant for the Division of University Advancement (the Division), which includes the MSU Denver Foundation (Foundation) is responsible for developing, organizing and implementing administrative systems and processes and overseeing administrative project requests that support the Division. The Administrative Assistant evaluates administrative needs and requests to determine the best method for quality and timely completion, including supervising front desk student office assistants. This position also manages procurement processes and activities for the Division. The Administrative Assistant collaborates with other administrative staff, to assess administrative support needs for the Division. The Administrative Assistant reports to the Assistant Vice President for Strategic Engagement.
Duties/Responsibilities:
50% Administrative Support and Supervision of Student Administrative Support Staff
Provide administrative support and project management assistance for units within the Division, including: Alumni Relations; Annual Fund; Development; Donor Relations; and the Foundation/Advancement Services Team (F/AST).
As funds are available, coordinate with other professional staff to recruit, hire and train student administrative support staff.
Train, assign, and supervise student administrative support staff to assist with office support, reception and project duties.
Supports all-staff and other key meetings by preparing agendas, taking notes and ensuring A/V needs are met.
Maintains strict confidentiality of donor, student and employee information, and other information deemed confidential.
Coordinates fulfillment for Alumni Relations and Annual Giving stewardship activities
Provides event support as needed.
Provides administrative support for the Alumni Association Board of Directors.
Enters data into constituent database, ensuring data integrity.
25% Office Management:
Develops, recommends, plans, implements and directs office administrative systems and procedures to meet the needs of the Division.
Makes changes in structure, processes and workflow as necessary to accommodate changes in the Universitys priorities and the Divisions operational demands.
Supports strong/high/positive quality of service from the Division for internal and external partners.
Manages the Divisions office front desk, ensuring coverage during regular business hours; coordinates receptionist duties which includes walk-ins, phone calls, correspondence, maintaining conference rooms and managing reservations, and guest appointments.
Manages the Divisions rentals including golf carts, event inventory, A/V and branded signage.
Maintains key and fob matrices and works closely with AHEC and MSU Denver Facilities for access and approval.
Arranges necessary repairs as needed.
Serves as Emergency Preparedness Coordinator for the Division, attending necessary workshops and seminars and instructing the unit on emergency response information; keeps emergency contact lists up-to-date.
Serves as liaison between University Advancement and other university departments and communicates effectively with staff, students and faculty.
15% Procurement Management/Purchasing:
Stays up-to-date with knowledge of state fiscal procurement policies and procedures, and educates the UA staff on State and University purchasing policies
Estimates office supply and equipment requirements with consideration to budget allocations for each of the Divisions unit cost center.
Reallocates and provides required documentation for office related corporate card purchases adhering to deadlines set forth by Accounts Payable and ensuring accuracy
Manages vendor relationships and is the liaison between vendor and internal Purchasing/Contracts departments.
Prepares purchase requisitions and special purchase orders according to MSU Denver and AHEC regulations.
Addresses and resolves procurement-related issues with vendors and their purchasing and finance departments as needed
10% Provide Support and Backup to the Executive Administrator to the VPUA and Foundation Board and Development Assistant
Provides support to the Vice President of UA and MSU Denver Foundation Board when the Executive Administrator is on vacation or sick leave.
Provides back-up support to the Development Team when the Development Assistant is on vacation or sick leave.
Performs other duties as assigned.
Required Qualifications:
Associates degree from an accredited institution of higher education, or the equivalent combination of education and experience providing administrative support is required (one year of education is equal to two years of experience)
Previous experience working in administrative support position(s)
Previous experience managing projects in a fast paced environment
Previous experience providing customer service, people and communication skills
Intermediate skills in Microsoft Office programs (Word, Excel, Outlook and PowerPoint)
Preferred Qualifications:
Five or more years of experience providing administrative support to professional staff, customers/clients
Five or more years of experience providing supervision or task management over staff including hiring, training and performance management
Experience with Raisers Edge database system
Experience working for an institution of higher education
Experience working with diverse, urban populations, including but not limited to students of color and other under-represented groups
Self-starter and solutions-oriented
Posting Date: 07/31/2020
Closing Date:
Closing Instructions: Open Until Filled
Special Instructions to Applicant:
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
References refers to a list of three professional references and their contact information.
Official transcripts will be required of the candidate selected for hire.
To apply, visit https://www.msudenverjobs.com/postings/13946
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