Administrative Assistant

Elon Uni Careers; Elon (NC); On-site; USD 36,000 - 42,000; Full time

Job summary

Elon University is seeking an Administrative Assistant in University Advancement on the Elon Campus. The role supports the AVP and multiple departments, handling communications, calendars, and event preparation with strong organization and discretion.

The position requires an Associate’s degree or equivalent and proficiency with Microsoft Office; Raiser's Edge experience is highly desirable. Occasional weekend/evening duties may be required.

Qualifications

• Extensive experience with computers and technology that supports project management and daily operating procedures.
• Knowledge of and experience using Microsoft Office software, specifically Word, Excel, Outlook and PowerPoint.
• Experience with Raiser’s Edge software is very desirable.

Responsibilities

• Assist the AVP in day-to-day operations and projects of university advancement, including meeting preparations and scheduling.
• Maintain calendars for staff members and schedule appointments as needed.
• Prepare materials and briefing notebooks for key meetings and events.
• Coordinate complex meetings and disseminate information to the team.
• Supervise student staff and support budgeting and expense reconciliation.

Skills

Proactive communication

Calendar management

Organization

Education

Associate’s degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Raiser’s Edge

Job description

Title:Administrative Assistant

Position Type: Staff Full-Time

Days Per Week: Monday - Friday

Hours Per Week: 40

VP Area: University Advancement

Department:University Advancement

Location:Elon Campus

Position Summary

The Administrative Assistant for University Advancement supports the daily operations of the Associate Vice President (AVP) and Annual Giving/Advancement Communications departments. This is a dynamic role that assists with a variety of communications
(including presidential letters), supervises student staff and provides overall support to the AVP as well as several departments reporting to the AVP. The Administrative Assistant must be highly organized and efficient with the ability to balance multiple tasks and responsibilities; demonstrate good judgment and attention to detail; show strong written, verbal and interpersonal communication skills; and possess the ability to work independently and as part of a team. The position also works closely with other departments within University Advancement and across campus. In addition, this position will support some strategic initiatives for the university including the support and growth of Regional Centers, special partnerships, and professional and continuing studies efforts.

Benefits of Working at Elon

As an Elon University employee, you’ll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon’s personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.

Elon University’s home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you’ll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation’s premier travel destinations.

Employees at Elon enjoy a generous and comprehensive benefits package that includes:

• 28 annual days off, including holidays and vacation.
• Immediate tuition remission for undergraduate courses
• Tuition remission for approved graduate-level courses after 12 months of employment.
• Retirement plan with an 8 percent contribution from the university.
• Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.
• Free use of campus fitness facilities.
• Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.
• Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon’s principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one’s identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.

Minimum Required Education and Experience

Associate’s degree or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

Extensive experience with computers and technology that supports project management and daily operating procedures. Knowledge of and experience using Microsoft Office software, specifically Word, Excel, Outlook and PowerPoint. Experience with Raiser’s Edge software is very desirable.

Job Duties

• Assist the Associate Vice President in conducting the day-to-day operations and projects of university advancement, including preparations for meetings, scheduling and organizing activities and supporting multiple initiatives within the division.
  • Proactively maintain calendars for professional staff members and schedule appointments as needed.
  • Maintain a professional and welcoming office environment. This includes welcoming visitors, answering calls and directing specific requests to the appropriate office or staff with an attention to customer service.
  • Carefully prepare, review and edit various types of communications.
  • Prepare materials in advance of key meetings, events and programs through briefing notebooks and prep materials.
  • Schedule complex meetings with multiple constituents.
  • Coordinate Director’s meeting agendas and disseminate information to the greater team.
  • Utilize Raiser’s Edge system to enter contact reports and pull data on key prospects.
  • Assist in the coordination of mass mailings with key partners on and off campus. (University Communications, mail houses, printers, etc.)
  • Manage the compiling and reviewing of constituency lists.
  • Supervise student staff members.
  • Assist in the management of departmental budgets; monitor and reconcile expenses.
  • Prepare and process purchase, work, print, and catering orders.
  • Manage procurement card expenses and reallocation’s.
  • Assist with remote event and travel planning.
  • Maintain several relationships with on-campus partners and offices.
  • Support and assist in on-campus event planning and management.
  • Ability to work with sensitive and confidential information.
  • Identify and participate in staff development opportunities.
  • Occasional weekend and evening duties may be required.
  • Other duties as assigned.
• Inclusive Community Building Community is foundational to Elon and a shared responsibility within our residential campus. All who work at Elon should demonstrate an understanding of and engagement with Elon’s foundational commitment to relationships, mentoring and collaboration in a close-knit residential community. We embrace the shared responsibility to foster inclusive excellence within a strong residential community. Accordingly, employees are expected to join together and build connections in activities that foster an active and engaged campus environment and engage in professional development to support the shared responsibility of enriching diversity, equity, and inclusion through meaningful relationships and mentoring at Elon. Employees are encouraged to, for example, attend or participate in campus activities such as College Coffee, Numen Lumen, campus cultural events, athletic events, continuing education, professional development opportunities and trainings, employee resource groups and other university-sponsored activities to demonstrate an active commitment to the Elon community.