Office & Administrative Specialist Principal - University Advancement Assistant (UA25007)

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Working Title:

Office & Administrative Specialist Principal - University Advancement Assistant (UA25007)

Institution:

Minnesota State University, Mankato

Classification Title:

Office & Admin Specialist Prin

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Mankato

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$23.76 - $33.85

Job Description

The Executive Assistant provides a high level of confidential and executive administrative support primarily for the Division Vice President as well as for the Associate Vice President for Advancement, while ensuring efficient and effective operations for the Division.  Responsible to work in a professional and friendly manner on a consistent and regular basis with people at all levels of the university as well as the Foundation Board, donors, alumni and a wide range of other internal and external constituents. Independent judgment is required to plan, prioritize and organize a diversified workload, and make changes in office practices or procedures to enable the Division to function and work efficiently and effectively in an organized manner.

Minimum Qualifications

1. English - Knowledge of English sufficient to:

• Maintain complex records, files, notes, and logs.

• Communicate effectively with internal and external customers.

• Speak, read, write, prepare, and edit materials.

2. Specialized terminology - Ability to:

• Learn, understand, and apply University Advancement business terminology (including the areas of IRS regulation, 501(c)3 management, and philanthropy) within three months of hire.

3. Database Management - Ability to:

• Establish, maintain, and use electronic databases.

• Compile, research, and analyze information from databases.

• Develop and accurately enter information into database and produce ad‐hoc queries and reports for management’s use.

4. Accounting/budgeting/expense - Ability to:

• Perform or learn to perform administrative support work for a work unit’s expense and budget administration

• Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.

• Monitor expenditures, make budget recommendations and generate financial reports.

6. Leadwork skills - Ability to:

• Plan, schedule, assign, review, evaluate, coach, train, and recommend the hire/fire and discipline of assigned employees.

• Develop and conduct training for administrative support employees.

• Skill in directing the work of student workers to ensure adherence to quality standards, deadlines, and proper procedures, while correcting errors or problems.

7. Development of administrative and programmatic procedures -Ability to:

• Analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation

• Continually monitor processes of the Advancement Office and make suggestions for procedure modification.

Preferred Qualification 

• Demonstrated commitment to fostering a diverse working and learning environment.

• Ability to work independently with tact and diplomacy on simultaneous, complicated, and sensitive tasks.

• Experience in planning and executing events both within the University and outside of the University structure.

• Ability to create and maintain good working relationships with colleagues and to have the ability to work as part of a team.

• Ability to use customer skills on the phone, in person and online to provide effective general and specialized office support, which requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically.

• Critical thinking and problem solving skills and ability to understand how issues/decisions impact the Division as well as the University.

• Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of working with personnel records, donor personnel and financial data (e.g., and personnel-related issues, projec