Board Relations & Office Manager- Executive Assistant

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Board Relations & Office Manager- Executive Assistant

Institution:

St. Cloud State University

Classification Title:

Office & Admin Specialist Prin

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

St. Cloud

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$23.76 - $33.85

Job Description

This position provides administrative support to the Vice President of Advancement & Alumni Engagement and professional management and administration of activities related to the governance of the SCSU Foundation and the Alumni Association. Administrative support is provided to the Chair of the SCSU Foundation Board of Trustees, four standing committees and any ad-hoc committees as required. Also, provides direct administrative support for the President of the Alumni Association Board of Directors. The position acts in support of the Foundation Board of Trustees Secretary and the Alumni Association Board of Directors Secretary in compiling and maintaining the official transcripts of all Board and Committee meetings. Provide leadership in the administration of all Board policies to ensure compliance with each organization’s by-laws as well as the statutes of the State of Minnesota.  Provides oversight of administrative support for the Advancement & Alumni Engagement office.  

1.  Administrative support of Foundation Board of Trustees, Alumni Association Board and their respective Committees to include scheduling, committee meetings, event planning, agenda/materials, food service, and providing required reporting.

2. Support the efficacy of the Vice President through efficient and effective calendaring and scheduling to include preparing materials, agendas, travel arrangements, and facilitating communication with the President on behalf of the Vice President of Advancement so that travel, events and meetings go smoothly, efficiently, and on time.

3. Administer and Maintain University Advancement budgets including: Plan and administer Foundation’s General Administrative Budget, identifying and tracking expenditures according to budget parameters, review, approve and process bills for prompt payment participate in budget setting process where appropriate and recognize fiscal problems and alert Vice President and Accountant so that budgets are monitored, errors and irregularities are caught promptly and remedied.

4.  Other duties as assigned:

• Manage University Advancement communications on behalf of the Vice President.

• Provide community relations support including conduct calls and contacts in a manner that will foster good working relationships with internal customers, donors, alumni and community members.

• Coordinate annual parking permits for select constituent groups.

• Manage University Advancement office files, on-board new hires, maintain office inventory, hire/assign work to student employees, provide back up for other office duties so that the office is staffed continually and operates efficiently and effectively.

5. Event planning and all related activities to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

The starting salary range for this position is $23.76-$32.06/hour.

Minimum Qualifications

• Accounting and budgeting skills sufficient to manage and track budgets, expenses and records management

• Spreadsheet skills sufficient to enter formulas, track data, and sort for accurate and timely reports

• High level customer service skills so that clientele are replied to promptly and accurately.

• Ability to develop administrative and programmatic procedures so the office and unit operates efficiently and effectively to fulfill the mission of the division.

• Word Processing skills sufficient to accurately record and draft meeting minutes for volunteer leadership boards and committees.

Preferred Qualification 

• High level of computer proficiency sufficient to develop meaningful reports and willingness to learn new software and technologies.

• Familiarity with Board governance operating procedures.

• Strong sense of professionalism in dealing with Board members, donors and all clientele of University Advancement.

• Meeting and event planning sk