Human Resources

Administrative Assistant for Institutional Advancement

Muskingum University invites applications for an Administrative Assistant for Institutional Advancement.  This position provides advanced administrative assistance to the Vice President of Institutional Advancement (VPIA) and the IA Division in the areas of office administration, scheduling, special events, donor relations, and project management.

MAJOR RESPONSIBILITIES

  • Provide assistance to the VPIA:
    • Prepare VPIA correspondence and reports
    • Support VPIA with donor database entry donor/prospect activity
    • Schedule and prepare travel for the VPIA
  • Participate in the planning and execution of special events as determined by the VPIA
    • Coordinate various on and off campus Presidential events
    • Oversee the creation and distribution of event invitations; track responses
    • Schedule facilities for campus events
    • Assist other Institutional Advancement staff with events and activities as assigned
  • Office administration:
    • Schedule meetings and arrange set-up for internal meetings, including room preparation, supplies, agendas, copies, and refreshments
    • Coordinate division’s phone and video conferences
    • Maintain and update Advancement master calendar
    • Maintain inventory of advancement outreach materials and office supplies
    • Prepare purchase orders, check requests and expense reimbursements
    • Reconcile purchase card receipts for IA staff
    • Track division budget expenditures
    • Oversee student office workers to include selection, training, scheduling, and project management
    • Maintain a protocol for file naming and folder organization for IA Sharepoint
    • Answer phones for Institutional Advancement and provide telephone coverage for the office
  • Interface with all areas of Institutional Advancement, the Office of the President, as well as other departments within the campus community. 
  • Maintain a calendar of community events for the regional area and coordinate appropriate University attendance and participation
  • Respond to requests for in-kind donations for community events
  • Coordinate with Director of Annual Giving on monthly donor mailings such as Muskingum Society renewals
  • Assist the Assistant Director of Operations with digitally archiving Advancement records within the donor database
  • Work with Assistant Director of Operations to merge, format, and send annual donor reports
  • Work with Director of Alumni Engagement to order all Homecoming and Alumni Awards supplies.

These statements reflect the general duties and responsibilities necessary to describe the major functions of the position and should not be considered a complete description of the essential functions of the position.  This job description is not intended to be all inclusive. The employee will be assigned by the immediate supervisor to perform other duties as needed or to perform other related duties, including special projects.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

  • Associate’s degree in Office Administration or other related field required; bachelor’s degree preferred
  • At least two years of experience providing advanced or executive-level administrative support
  • Strong verbal and written communication skills
  • Ability to interact effectively with a wide variety of people, demonstrating intercultural competence and a thoughtful communication style.
  • Excellent project management, organizational and planning skills
  • Excellent interpersonal skills and ability to conduct quality interactions with high-level leaders, donors, and university executives
  • Detail-oriented with the ability to produce high-quality work products
  • Ability to use general office equipment including office computer, copier, and telephone
  • High level of proficiency in Microsoft 365, including Sharepoint, Outlook, Word, Excel, and Powerpoint
  • Ability to effectively organize and prioritize multiple projects simultaneously
  • Ability to gather, examine, and analyze information to either solve problems or make recommendations to the VPIA and/or take appropriate action as required
  • Ability to exercise appropriate discretion and high ethical standards in all interactions while maintaining appropriate confidentiality

HOW TO APPLY

Applications must include a statement of interest and current resume.  If not provided, references may be requested.  Application materials should be sent by email to careers@muskingum.edu or faxed to 740-826-6131.  Please include the position title in the subject line of your correspondence.  This position will remain open until filled, with review of applications to begin immediately.

Muskingum University actively seeks out and welcomes administrators and staff who are committed to excellence in student learning, consider the engagement of diverse communities in the University’s educational programs and activities, and are committed to full inclusivity at the University.  As an equal opportunity employer, Muskingum welcomes applications from individuals from populations, which have been historically underrepresented in higher education and/or have experience working with students from diverse backgrounds.

Muskingum University does not discriminate in its employment or educational programs or activities.  Please visit https://www.muskingum.edu/non-discrimination-statement to review the university’s official non-discrimination statement.

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