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Executive Assistant to the Associate VP for Development (Administrative Analyst/Specialist - Exempt I)
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Position Number: 1367309
Location: Fresno, California
Position Type: Executive Assistants

Job Title: Executive Assistant to the Associate VP for Development (Administrative Analyst/Specialist - Exempt I)
Job ID: 13655
Full/ Part Time: Full-Time
Job Code: 1038
Department: University Development

To view full job description including minimum qualifications and to apply directly online: http://jobs.csufresno.edu/

Salary:

Salary Range: $3,897- $6,846 per month
Anticipated Hiring Range: $3,897 - $4,167 per month

Note:This is a full-time, probationary, exempt position.

Organizational Description:

University Advancement ensures that a strong and consistent brand inspires and deepens the University's bond with the public it serves. As such, it advances the brand objectives (and ultimately those of the University's Strategic Plan) by executing on best marketing and communications practices.

Overview:

The Executive Assistant to the Associate Vice President for Development (Administrative Analyst/Specialist - Exempt I) performs a wide range of varied projects that require well-developed writing, planning and organizational skills as they pertain to all aspects of fundraising, future campus-wide campaign, and constituent relations. This position reports to the Associate Vice President for Development and also interacts with a wide range of university management, staff, faculty, students and community leaders. Work requires office management skills that often involve contact with a variety of campus and community individuals requiring analytical and problem solving and effective interpersonal skills. May provide lead work direction to part-time student assistant(s) and/or office receptionist/administrative assistant.

Position Summary:

Major Duties of the job include:

Provide high level administrative support to the AVP for Development, including providing unit assistance and information as needed

Oversee the coordination and scheduling of multiple calendars including scheduling and maintaining all travel, itineraries, registrations, training, and meetings for AVP for Development

Compose donor related correspondence for President, AVP for Development, and Vice President for University Advancement signature

Handle confidential and sensitive information and documents

Review and audit all payment authorizations and travel claims prior to AVP's or VP's signature

Oversee the maintenance of current records and files of supplies and equipment inventories and the execution of the essential methods to ensure the productivity of office functions

Coordinate projects within or with other units, which requires handling of multiple work priorities and accountability for own work results

Oversee the scheduling and planning of meeting places and times, business lunch locations with potential donors, committee members, staff meetings and retreats, and general population, and personally traveling to locations (local and long distance) to ensure proper set-up of meeting, business lunch locations, and to personally hand-deliver meeting brochures/booklets to committee members

Research and prepare material for the Vice Presidents and other university leaders

Coordinate the development of printed materials for distribution including University Development and future campaign documents, diagrams, spreadsheets, charts, etc.

Participate in activities for Development Team and the future campus-wide campaign which include:
o Logistics for monthly Development Roundtable and President's Prospect meetings including drafting and distribution of agenda/handouts, working with development team members to create reporting documents, meeting summary preparation and managing attendance

Coordinate training and orientation of new Development Directors

Act as liaison to Development support staff and provide training as needed

Assist with monthly Performance Portfolio Reports

Coordinate weekly Report of Contact review

Other related duties as assigned

Knowledge, Skills, and Abilities:

Thorough knowledge of policies, procedures, and outside regulations pertaining to a Development program

Comprehensive knowledge of methods and procedures for research and statistical analysis and the ability to apply them

Advanced knowledge of Microsoft Office Suite

Working knowledge of appropriate budget policies and procedures

Excellent interpersonal, oral and written communication skills

Excellent organizational skills

Ability to:
o Contribute to the completion of broader and more complex organizational projects and goals, by providing leadership and representing the work unit
o Use independent judgment to make decisions, referencing standard procedures and practices for guidance
o Follow standard office procedures and practices
o Anticipate problems and address them proactively
o Provide lead work direction and training to administrative staff
o Effectively learn, interpret and apply a wide variety of policies and procedures relating to office operations and impacting program area and/or administrative specialties
o Take initiative and independently prioritize and accomplish multiple work unit priorities and projects of a complex nature
o Effectively compile, interpret, organize, and present reports and ideas in written and/or presentation form

Competent ability to analyze data and make accurate projections using business mathematics and statistical techniques

Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the unit

Demonstrated record of regular attendance and positive performance evaluations

Education and Experience:

A bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Five years of directly related administrative experience

Preferred Skills:

College degree in applicable field

Highly developed skill level of the Ellucian Advance database

Experience with or general knowledge of major fundraising campaigns

Demonstrated diplomacy in handling highly confidential or sensitive documents, correspondence and projects

Ability to:
o Create clipboards and reports as needed
o Prepare budgets