Advancement Executive Assistant - New Orleans, United States - Loyola University New Orleans

Description

Salary: Depends on Qualifications

Location : New Orleans, LA

Job Type: Full-Time Staff

Job Number:

Division: University Advancement

Opening Date: 03/27/2024

Closing Date: Continuous

FLSA: Exempt

Description

Advancement Executive Assistant provides support to the Vice President of University Advancement in performing the advancement work of the university, including coordination of the Advancement budget, and with special focus on the University President's relationship with Loyola's leading donors and volunteers. The Advancement Executive Assistant must be a committed member of the University Advancement (UA) team, displaying a service-oriented approach to his/her work with fellow staff members, faculty, alumni, donors, and volunteers. Attention to detail, empathy with others, discretion, and respect for constituent confidentiality are crucial qualities in the work of this position.
Examples of Duties

• Provides all general administrative and clerical support for the Vice President of University Advancement.
• Manages the Vice President's calendar; assists Vice President in ensuring his/her duties are met regarding attendance at required university meetings and events, as well as alumni and donor meetings and events.
• Coordinates and schedules appointments for the Vice President and President with donors and potential donors. Organizes Vice President's travel and other alumni and donor visits, including those made in coordination with the President. Assists in the preparation and proofreading of planning documents such as briefings for appointments and travel.
• Assists the Executive Director of Development with administrative tasks such as calendar management and communication with donors, volunteers, and on-campus personnel.
• Assists in the preparation of accurate and timely agendas and reports related to the responsibilities of the Vice President.
• Handles sensitive and confidential matters pertaining to personnel, budget, the Board of Trustees, and university matters. Assists with documentation related to hiring / termination/ changes in position of UA employees and ensures UA complies with HR requirements in these processes.
• Assists in the preparation of the annual UA operating budget and manage the monthly budget for all UA units.
• Initiates all purchase orders, requisitions, and check requests for all departments within UA.
• Assists in the processing of all cell phone reimbursements, university credit card statements and payments, and operating budget reimbursements for all UA staff.
• Coordinate staff moves and equipment maintenance for all UA departments. Monitors operational budget availability for purchase of new equipment and/or special needs.
• Coordinate with IT or other designated Loyola departments for the return of any computers, monitors, and printers no longer operational.
• Order office supplies as needed for all departments of UA.
• Maintain an inventory of office equipment, furniture, and wall décor by office. Prepare an inventory list for UA staff to sign and acknowledge responsibility for their individual office contents.
• Assists Vice President and other staff with the creation and coordination of mailing and electronic communication with alumni, donors, volunteers, and others.

Typical Qualifications

Required Qualifications:

• Bachelor's degree or minimum of five years of experience in office administration at the executive level.
• One to two years of department budget tracking and management.
• Advanced competence in Microsoft Office - Word, Excel, Outlook, and Power Point.
• Typing minimum 55 words per minute; transcription.
• Ability to relate as a professional with staff, faculty, administrators, donors, potential donors, alumni, and friends of the university.
• Tact and discretion relative to confidential matters
• Strong written and verbal communication skills.
• Understanding of and professional commitment to the Ignatian mission, goals, and purposes of Loyola University New Orleans and the Society of Jesus

Preferred Qualifications:

• Experience with software related to nonprofit management (Blackbaud or other donor database products).

Supplemental Information

Physical Requirements:

• Ability to lift up to 15 lbs; ability to climb stairs easily; work at computer 80% of time.
• Ability to perform the essential functions of the position with or without reasonable accomodations.

In accordance with the Campus Security Act as amended, Loyola University publishes annually and distributes to members of the academic community, and upon request to prospective (students/employees), an That report includes current policies and procedures of the University Police Department for the reporting of campus crimes, notifying the campus community of occurrence of campus crimes, policies regarding access to campus buildings, the enforcement authority of the University Police Officers and their relationship to local police. University policies on the possession, use and sale of alcohol and illegal drugs are outlined. The Campus sexual Assault Program and policy is described. Campus crime statistics as defined under this law for the last three calendar years are included. A copy of this report may be secured from the (Office of Admissions), (Office of Human Resources), or from the University Police Department.

Loyola University New Orleans does not unlawfully discriminate on the basis of race, color, gender, sexual orientation, age, religion, disability, veteran's status or national origin in its educational programs or activities, including employment and admissions. At the same time, Loyola cherishes its right to seek and retain personnel who will make a positive contribution to its religious character, goals, and mission in order to enhance the Jesuit, Catholic tradition.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, flexible spending accounts, life insurance, long-term disability, tuition remission, holidays, vacation, and sick leave.

Part-time employees who work an average of 30 hours per week over the course of a year, receive certain benefits on a pro-rated basis.

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