University Advancement and Public Relations Executive Administrative Assistant

Job description

Position Overview

The following is intended to describe the general nature and level of work being performed. This list of duties is illustrative only and is not a comprehensive listing of all the functions and responsibilities performed.

Position Summary:

Under the guidance ofthe Vice President of Advancement and Public Relations (VPAPR), act as an administrative partner, providing administrative support services for the Office of the Vice President of Advancement and Public Relations and for the VP

Requirements

Duties and Responsibilities: Maintain VPAPR's calendar and adjust meetings and schedules accordingly for various internal and external meetings utilizing MS Teams, Zoom, email, and phone. In collaboration with VPAPR, manage MS Teams Channel and other internal communications for Advancement and Public Relations

Arrange meetings and conferences with VPAPR staff, boards, faculty, and campus partners: to include preparing agenda, reserving meeting rooms, assembling and summarizing information required for coverage of agenda items, preparing and distributing minutes reflecting business covered to appropriate individuals, and working in collaboration with the VPAPR to ensure proper follow-up steps are implemented and recorded

Receive, screen, and, as necessary, refer telephone calls to appropriate offices; help manage student workers working in the Information Desk

Act as a collaborative partner with the VPAPR to conduct constituent research, plan strategic outreach, and assist with the planning of trips and constituent visits (in-person or virtual) locally and nationwide. This will include conducting outreach communication plans with the goal of setting visits, to include, but not limited to, email mergers in MS Word and Excel, researching and booking flights, hotels, rental cars, and restaurant reservations, and developing travel itineraries

Help develop and implement post-trip follow-up processes aligned with donor engagement and solicitation strategies

Help to review, coordinate, and sometimes craft, across the division, contact reports, strategy statements, and solicitation materials for constituents and academic partners

Data entry and maintenance of donor records in Banner and other advancement databases as they come online

Provide administrative support to other advancement teams when needed and approved by VPAPR

Reconcile purchasing card charges and purchase orders for VPAPR

Regular and predictable attendance is required

Perform other related duties as assigned

Minimum Job Requirements:

A high school diploma or equivalent certificate and a minimum of six years of related experience are required

Knowledge, Skills, and Abilities:

Tech savvy with a working knowledge of MS Office Suite (Word, Teams, Excel, Outlook, PowerPoint) and Zoom

Ability to independently interpret a wide variety of policies and procedures.

A thorough, detail-oriented writer and editor

Ability to gather and analyze data and complete routine assignments independently with general instructions

Ability to organize and manage workflows and collaboratively delegate across the division

Ability to establish and maintain cooperative working relationships with faculty, administrators and Advancement and Public Relations staff and managers, and external stakeholders

Characteristics and transferable skills include, but are not limited to, intellectual curiosity, tenacity, eternal optimism, an interest in people and their stories, higher education advancement and alumni engagement, an interest in the life-changing impact of philanthropy and higher education on families, students, and communities

Working Conditions

Physical Demand and Working Conditions: Work is sedentary in nature, which at times requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects

Some travel may be required

Essential Functions: (As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, and abilities, physical demands, and working conditions. This is not necessarily an all-inclusive listing.)

Additional Information

Condition of Employment: Must pass a pre-employment background check.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link at the top of this page. Please attach the following required documents to your electronic application:

Required Documents:

Letter of Interest

Contact information for three references (blind or off-list reference checks may be conducted on finalists

Please ensure that you attach all required documents, even if you have applied for other positions at ENMU, as the committee does not have access to those records.

Equal Employment Opportunity /Title IX/IPRA. Eastern New Mexico University does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws. If a reasonable accommodation is needed to participate in the job application or interview process, or to perform essential job functions, please contact the Office of Human Resources at . New Mexico is an open records state; therefore, ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Any concerns regarding sex discrimination should be addressed to the Title IX Coordinator at either , , or Curry Hall Office 127, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent to . For any other inquiries, please contact Human Resources at or e-mail .

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Who can apply

Review the original listing for work authorization, qualifications and employer requirements.