Executive Administrative Assistant, Associate Vice President of Alumni and College Relations/Executive Director of the Foundation

Job Goal

Performs office administrative responsibilities under the direction of the Associate Vice President of Alumni and College Relations/Executive Director of the Foundation.

Essential Duties and Responsibilities

The following duties are not exhaustive but illustrate the general duties required of the position. Management may require personnel to perform duties other than those contained in this document.

1. Records and prepares meeting minutes for the PHSC Foundation and Executive Committee.
2. Prepares Foundation agenda packets, provides public notices of meetings, and attends committee and quarterly board meetings.
3. Schedules appointments and meetings, takes messages, and receives visitors.
4. Maintains filing system, mailing lists, and donor records.
5. Records gifts, prepares acknowledgement letters and processes reports from Foundation’s database.
6. Prepares deposits of cash/checks and records deposit amounts into Financial Edge.
7. Assists with special events.
8. Assists with direct mail solicitations and other mailings.
9. Processes purchase orders, check requests, credit/p-card charges, maintains inventory of supplies and prepares bank deposits.
10. Orders flowers/plants for staff/faculty/board members upon request and assigns charges to appropriate accounts.
11. Processes and orders plaques and recognition awards for board members and others upon request.
12. Completes travel, reimbursement, leave and other required forms for processing within the College system.
13. Provides phone coverage for President’s Assistant as needed.
14. Monitors and supervises student worker(s) and validates timesheets.
15. Performs other duties as assigned.

Minimum Requirements

These requirements are a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as an exhaustive list of specific duties and responsibilities. Management may direct employees to perform job-related tasks other than those specifically presented in this description.

Knowledge, Skills, and Abilities

• Minimum of two (2) years related work experience
• Must be able to take seminar and conference minutes
• Must possess excellent communication and interpersonal skills
• Must have the ability to organize and work independently
• Must be able to exercise good judgement and prioritize tasks
• Must have excellent Word, Excel, and Access skills
• Must have a willingness to learn donor software programs
• Must have reliable transportation and the ability to work occasional evenings and weekends

Additional Required Skills:

• Keyboarding: 50 net words per minute (NWPM) with 95% accuracy
• Proofreading I: 70% accuracy
• Advanced Editing & Formatting from Rough Draft: 70% Accuracy

Preferred Qualifications

Knowledge of data entry and database systems (i.e., Raiser’s Edge).