Advancement Assistant, Advancement Services

Job Summary/Basic Function:

This position will provide daily administrative and operational support. This position requires excellent interpersonal skills and the ability to communicate effectively with individuals in all positions, both internal and external to the university. It requires a detailed knowledge of the organization’s operations, organizational procedures, and personnel.

Department Overview:

A nonprofit Idaho organization, the Boise State University Foundation was established in 1964 for the benefit of Boise State University. We work to build relationships and support for the university by developing and nurturing donor-centered relationships and stewarding gifts made in support of Boise State. The Foundation works closely with university leadership, the Boise State University Alumni Association, and the Bronco Athletic Association.

Level Scope:

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees.

Essential Functions:

60% of the time the Advancement Assistant must:

• Coordinate and maintain a calendar for meetings, travel arrangements and registrations.
• Requires application of public relations skills in dealing with a variety of internal and external constituents.
• Coordinates meetings for staff. This includes travel, catering, registration, meeting rooms, audiovisual equipment, etc. Determine relevant supporting materials needed for meetings and provide as required.
• Determines groups and individuals that require access to the division’s executive staff and/or senior leadership. In conjunction with staff, prioritizes requests for time and reorganizes or reschedules commitments in response to priority requests or needs while leveraging executive’s time for maximum efficiency and effectiveness.
• Demonstrates excellent organizational skills and attention to detail for planning and implementing events. Determine and arrange set-up, event location, decorations, menus, A/V needs, invitations, advertising, etc. to ensure an appropriate environment for high profile events, programs and guests.
• Arranges travel accommodations, airline reservations, itineraries, etc. for trips.
• Answers questions and/or refers callers to other individuals or departments based on knowledge of university policies and procedures.
• Letters and correspondence creation for division leadership and programs. Types drafts, reviews for grammatical and punctuation correctness, and finalizes documents such as memos, letters, confidential information, presentations, and technical reports as requested.

35% of the time the Advancement Assistant must:

• Organize and prepare materials for board, committee, and program meetings; attend and participate in stakeholder meetings when required.
• Maintain records, minutes, and documentation for board, committee, and program meetings
• Provide administrative support as needed, which may include purchasing, p-card management, and budget monitoring.
• Maintain and monitor project plans, project schedules, work hours, budgets and expenditures.
• Runs queries, and updates information using Raisers Edge (or a similar database), as well as other data analysis tools.

5% of the time the Advancement Assistant must:

• Perform other duties as assigned.

Knowledge, Skills, Abilities:

• Experience with event scheduling methods, facility use agreements, and event planning processes.
• Problem solving skills involving groups and/or events.
• Ability to generate, cultivate and maintain relationships with high level communication skills with many individuals including coworkers, students, executives, donors, alumni, corporate and foundation representatives, and community members.
• Ability to maintain a high level of communication skills and the ability to work well with many people with the ability to problem solve, and perform conflict resolution.
• Ability to work closely with all constituents involved in a university community and critical external community representatives.
• Experience working with high level executives, so as to understand the level of responsibility required to support a university executive.
• Ability to work independently, apply good judgment, use discretion, resolve conflicts, articulate professiona