Administrative Assistant, Advancement Operations

About the University of Denver

The University of Denver (DU), a private university, is the oldest independent university in the Rocky Mountain region, with approximately 12,000 students in undergraduate and graduate programs. DU is classified as an R1: Doctoral University.

At the University of Denver, we’re doing higher education our way: authentic to the Rocky Mountain Wests confident optimism and pragmatic independence. It sets us apart. We’re preparing young people to be the solutions in their own stories, empowering them to face uncertainty with confidence and uncommon sense.

We’re fiercely ambitious and forward-thinking, surpassing all expectations to redefine success and how to achieve it. And we’re true to our mission as a top-tier private R-1 institution dedicated to making the world a better place – contributing to our communities and making positive change in the world.

About DU Advancement

The Denver Difference campaign is our most ambitious campaign yet. It marks a dramatic shift in conventional thinking about what the university experience can and should be. DU is setting the bar with our approach to higher education, developing and preparing students to be successful in life in every way. The University of Denver is building an advancement enterprise that mirrors the excellence and innovation of our great institution. Inclusive of alumni engagement, development, operations, and campaign leadership, DU Advancement is building and fostering a culture of deep engagement and philanthropy in support of our bold vision.

Position Summary

The Administrative Assistant supports a team of advancement professionals. The Administrative Assistant manages several business functions within their assigned team (including scheduling, travel arrangements, meeting preparation, customer service, and general correspondence). In addition to these business functions, the Administrative Assistant is also responsible for partnering with the leader in their area to support them in efficiently and effectively managing their portfolio of responsibility. This may include assisting with program development strategies, executing events, data entry, special projects, as well as other activities.

This employee must be able to multi-task and prioritize many competing deadlines and timelines. Attention to detail, commitment to quality, and ability to take initiative are essential to success in this position. The Administrative Assistant must also be an effective, professional, and diplomatic liaison to a variety of audiences including University leadership, advancement staff, campus colleagues, donors, alumni, parents, and other constituents.

Essential Functions

Administrative Coordination

• Support the leader in their assigned team to effectively manage their portfolio of responsibilities. This may include specific assignments related to monitoring team-based and division goals, research and data compilation, data entry, business process improvements, meeting logistics, as well as purchasing and resource management.
• Provide full administrative assistance to their functional area leader and their direct reports. Manage calendars to schedule meetings with staff, campus colleagues, consultants, vendors and others. Coordinate travel arrangements, as needed.
• Create and deliver high-quality professional reports, presentations, and other documents for internal and external audiences.
• Serve as a strong liaison and provides excellent customer service to University leadership, advancement staff, campus colleagues, alumni, donors, and others.

Budget Coordination

• Prepare expense reports and reimbursement requests on behalf of their assigned team.
• Serves as a knowledgeable resource for applicable purchasing policies and procedures.

Special Projects

• Organize and facilitate trainings, meetings, and small events as needed.
• Research and prepare reports on specific topics (e.g., benchmarking/best-practices at other institutions, donors/alumni, giving histories/constituent information, etc.).

Talent Operations

• Develop and execute interview strategies for their functional area in partnership with the Director of Talent Acquisition and Inclusion and hiring managers with a commitment to fair, equitable, and competitive recruitment processes including scheduling multi-phase interview processes.
• Serve as an Advancement brand ambassador for applicants by communicating with applicants and coordinating robust interview activities.
• Ensure effective communication with hiring managers throughout the interview process.
• Update and maintain applicant and search records in the applicant tracking system.
• Facilitate new employee onboarding.