Executive Assistant to the VP for Advancement
GovernmentJobs.com, Saint Bonaventure, NY, United States
Job Title
Assistant to Officer-Level Executive
Job Description
Acts as the assistant to officer-level executive; performs complex administration/management support tasks with discretionary authority; independently makes decisions that substantially impact operations within and outside designated unit/program; maintains competencies and knowledge of organization policies and practices while exercising discretion in handling confidential, sensitive and timely information; supports budget monitoring and coordination for the Advancement office, including tracking expenditures and assisting with financial reporting; serves as a key operational partner to the vice president.
Examples of Duties
Represents the vice president to internal and external constituents in a professional manner and serves as the primary contact for individuals wanting to speak to or meet with him/her. - 10
Coordinates and schedules donor visits for the vice president, ensuring alignment with advancement priorities and appropriate preparation. - 10
Leads the coordination, preparation, and distribution of materials for the Board of Trustees Advancement and Alumni Engagement Committee, including recording and maintaining official meeting minutes. - 10
Collaborates and actively coordinates with the president's office and other senior staff on matters that require the vice president's involvement. Maintains a high level of collaboration and communication to ensure the smooth operation of the vice president's office. - 10
Provides daily operational updates and briefs on changes in schedule and priorities to the vice president in a timely manner. Conveys key issues, concerns, and time sensitive information, anticipates and recognizes potential issues and brings them to the attention of the vice president. - 10
Coordinates and tracks the completion of correspondence along with other documentation for signature by the vice president. This includes all documents from rough draft, general instruction and report preparation. Proofreads correspondence and exercises judgment and knowledge of project issues to ensure accuracy. - 10
Completes projects and special assignments by establishing objectives: determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans. - 10
Coordinates and supports day-to-day administrative operations within the department, including delegating and executing key administrative functions. - 20
Coordinates and manages all travel arrangements for the vice president, including itineraries, logistics, and expense reconciliation. Ensures timely and accurate processing of travel documentation and reimbursements.(Note: This role will not be responsible for arranging travel for other Advancement staff.) - 10
Monitors and reconciles the Advancement operating budget, including tracking expenditures, preparing monthly summaries, and coordinating with Advancement and Finance staff to ensure accuracy and alignment with budget expectations. Supports financial operations of the vice president's office, including expense tracking, budget monitoring, and coordination of purchasing and reimbursement processes. -
Performs all other duties and responsibilities as assigned. -
Supplemental Functions:
Assists staff members within the department as needed.
Some occasional attendance at evening and weekend activities/events.
Typical Qualifications
Bachelor's degree preferred but not required, experience in office management or related field.
Equivalent combination of education and experience will also be considered.
Must have excellent technical, planning, documentation, writing and communication skills.
Two years prior administrative or secretarial experience preferred
Knowledge, Skills, and Abilities
Exceptional ability to communicate and express ideas both verbally and in written communication.Knowledge of basic, routine, and advanced: Computer programs and software in use in the department or area; records maintenance; scheduling techniques; reception techniques; office management principles and practices.Advanced knowledge of, and demonstrated skill with Microsoft Office (specifically Word, Excel and Outlook) to implement, develop, and maintain computer-based business operations.Knowledge of university organizational structure, workflow, and operating procedures.Demonstrated ability to support budget monitoring, financial tracking, and expense reconciliation processes with a high level of accuracy and attention to detail.Knowledge of supplies, equipment, and/or services ordering and inventory control.Skilled in accounting procedures involving procurement, travel, and/or employment.Ability to create, compose, and edit basic, routine and complex written materials.Skilled in developing and maintaining basic, routine and advanced recordkeeping systems and procedures.Ability to perform advanced research, organize resources, and establish priorities.Ability to work as a team member and foster a cooperative work environment.Possess exceptionally strong organizational, interpersonal, and leadership skills.Exemplary customer skills, including dealing effectively with the established and prospective clients, faculty, staff, and vendors both in person and over the telephone.Demonstrated ability to handle highly confidential and sensitive information with discretion and professionalism.
Working Conditions / Physical requirements
Standard office environment. Regular exposure to video display screens.
Applicants must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.
Full-time employees at SBU enjoy unparalleled Benefits
Abundance of Time off Tuition Remission
100% undergraduate tuition remission for employee, spouse, and dependents
80% graduate tuition remission for employee (online and ground programs)
50% for spouse (ground programs only)
Full Benefit package
403b Retirement Plan + 10% Employer contribution after 2 years
Health Insurance with $250 Wellness card
Dental Insurance
Employer Paid Life insurance
Short-term Disability
Employer Paid Long-term Disability
Employee Assistance Program
Other Perks
Free access to campus fitness center
2 free Division 1 Men's Basketball Season tickets
Golf course membership discount
Other National and Local discounts available
St. Bonaventure University is located in the scenic Enchanted Mountain region of Western New York, approximately 75 miles south of Buffalo, New York, with easy access to major metropolitan areas. A close-knit and caring community guided by its values of compassion, wisdom and integrity, St. Bonaventure is dedicated to academic excellence as informed by its Franciscan and liberal arts traditions. The university is committed to developing an inclusive community and preparing leaders dedicated to ethical conduct and compassionate service.
The university currently enrolls approximately 2,000 undergraduate students and more than 1,000 graduate students in its schools of Arts and Sciences, Business, Education, Communication, and Health Professions. U.S. News & World Report ranks SBU in the top 15% of regional universities in the North, for both value and overall. St. Bonaventure is a member of the Atlantic 10 Conference (NCAA Division I), with athletes participating in 20 sports.
Assistant to Officer-Level Executive
Job Description
Acts as the assistant to officer-level executive; performs complex administration/management support tasks with discretionary authority; independently makes decisions that substantially impact operations within and outside designated unit/program; maintains competencies and knowledge of organization policies and practices while exercising discretion in handling confidential, sensitive and timely information; supports budget monitoring and coordination for the Advancement office, including tracking expenditures and assisting with financial reporting; serves as a key operational partner to the vice president.
Examples of Duties
Represents the vice president to internal and external constituents in a professional manner and serves as the primary contact for individuals wanting to speak to or meet with him/her. - 10
Coordinates and schedules donor visits for the vice president, ensuring alignment with advancement priorities and appropriate preparation. - 10
Leads the coordination, preparation, and distribution of materials for the Board of Trustees Advancement and Alumni Engagement Committee, including recording and maintaining official meeting minutes. - 10
Collaborates and actively coordinates with the president's office and other senior staff on matters that require the vice president's involvement. Maintains a high level of collaboration and communication to ensure the smooth operation of the vice president's office. - 10
Provides daily operational updates and briefs on changes in schedule and priorities to the vice president in a timely manner. Conveys key issues, concerns, and time sensitive information, anticipates and recognizes potential issues and brings them to the attention of the vice president. - 10
Coordinates and tracks the completion of correspondence along with other documentation for signature by the vice president. This includes all documents from rough draft, general instruction and report preparation. Proofreads correspondence and exercises judgment and knowledge of project issues to ensure accuracy. - 10
Completes projects and special assignments by establishing objectives: determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans. - 10
Coordinates and supports day-to-day administrative operations within the department, including delegating and executing key administrative functions. - 20
Coordinates and manages all travel arrangements for the vice president, including itineraries, logistics, and expense reconciliation. Ensures timely and accurate processing of travel documentation and reimbursements.(Note: This role will not be responsible for arranging travel for other Advancement staff.) - 10
Monitors and reconciles the Advancement operating budget, including tracking expenditures, preparing monthly summaries, and coordinating with Advancement and Finance staff to ensure accuracy and alignment with budget expectations. Supports financial operations of the vice president's office, including expense tracking, budget monitoring, and coordination of purchasing and reimbursement processes. -
Performs all other duties and responsibilities as assigned. -
Supplemental Functions:
Assists staff members within the department as needed.
Some occasional attendance at evening and weekend activities/events.
Typical Qualifications
Bachelor's degree preferred but not required, experience in office management or related field.
Equivalent combination of education and experience will also be considered.
Must have excellent technical, planning, documentation, writing and communication skills.
Two years prior administrative or secretarial experience preferred
Knowledge, Skills, and Abilities
Exceptional ability to communicate and express ideas both verbally and in written communication.Knowledge of basic, routine, and advanced: Computer programs and software in use in the department or area; records maintenance; scheduling techniques; reception techniques; office management principles and practices.Advanced knowledge of, and demonstrated skill with Microsoft Office (specifically Word, Excel and Outlook) to implement, develop, and maintain computer-based business operations.Knowledge of university organizational structure, workflow, and operating procedures.Demonstrated ability to support budget monitoring, financial tracking, and expense reconciliation processes with a high level of accuracy and attention to detail.Knowledge of supplies, equipment, and/or services ordering and inventory control.Skilled in accounting procedures involving procurement, travel, and/or employment.Ability to create, compose, and edit basic, routine and complex written materials.Skilled in developing and maintaining basic, routine and advanced recordkeeping systems and procedures.Ability to perform advanced research, organize resources, and establish priorities.Ability to work as a team member and foster a cooperative work environment.Possess exceptionally strong organizational, interpersonal, and leadership skills.Exemplary customer skills, including dealing effectively with the established and prospective clients, faculty, staff, and vendors both in person and over the telephone.Demonstrated ability to handle highly confidential and sensitive information with discretion and professionalism.
Working Conditions / Physical requirements
Standard office environment. Regular exposure to video display screens.
Applicants must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.
Full-time employees at SBU enjoy unparalleled Benefits
Abundance of Time off Tuition Remission
100% undergraduate tuition remission for employee, spouse, and dependents
80% graduate tuition remission for employee (online and ground programs)
50% for spouse (ground programs only)
Full Benefit package
403b Retirement Plan + 10% Employer contribution after 2 years
Health Insurance with $250 Wellness card
Dental Insurance
Employer Paid Life insurance
Short-term Disability
Employer Paid Long-term Disability
Employee Assistance Program
Other Perks
Free access to campus fitness center
2 free Division 1 Men's Basketball Season tickets
Golf course membership discount
Other National and Local discounts available
St. Bonaventure University is located in the scenic Enchanted Mountain region of Western New York, approximately 75 miles south of Buffalo, New York, with easy access to major metropolitan areas. A close-knit and caring community guided by its values of compassion, wisdom and integrity, St. Bonaventure is dedicated to academic excellence as informed by its Franciscan and liberal arts traditions. The university is committed to developing an inclusive community and preparing leaders dedicated to ethical conduct and compassionate service.
The university currently enrolls approximately 2,000 undergraduate students and more than 1,000 graduate students in its schools of Arts and Sciences, Business, Education, Communication, and Health Professions. U.S. News & World Report ranks SBU in the top 15% of regional universities in the North, for both value and overall. St. Bonaventure is a member of the Atlantic 10 Conference (NCAA Division I), with athletes participating in 20 sports.