Administrative Assistant to the Associate Vice President

University of St. Thomas; Minneapolis (MN); On-site; USD 27,469 - 34,440; Full time

Benefits offered by this job

Tuition Remission for employees, spouses, and dependents

Generous Retirement Contributions

Comprehensive Health Coverage

Fully Paid Insurance: disability, life, and AD&D

Paid Parental Leave

Job summary

A premier educational institute in Minneapolis seeks an experienced Administrative Assistant to provide high-level administrative support to the Associate Vice President(s) within University Advancement. The ideal candidate will manage calendars, prepare documents, and assist with various projects. This full-time in-person position offers a salary range between $19.94 to $25.00 per hour, along with generous benefits including tuition remission and comprehensive health coverage.

Qualifications

• High school diploma or equivalent.
• Three years of administrative support experience.

Responsibilities

• Manage the Associate Vice President(s)’s calendar and meetings.
• Prepare letters, documents, and presentations as needed.
• Assist with initiatives and projects as requested.

Job description

Administrative Assistant to the Associate Vice President

2 days ago Be among the first 25 applicants

Overview

The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant to the Associate Vice President (Administrative Assistant III) position within University Advancement.

The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment. The University is an Equal Employment Opportunity Employer (EEO). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic. This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. A successful candidate will possess a commitment to the ideals of this mission.

Benefits

• Tuition Remission for employees, spouses, and dependents
• Generous Retirement Contributions to support your future
• Comprehensive Health Coverage including medical, dental, and vision
• Fully Paid Insurance: disability, life, and AD&D
• Paid Parental Leave to support growing families

Salary Range: $19.94 to $25.00 an hour

The University of St. Thomas has provided a salary range that represents its good faith estimate of what the University may pay for the position at the time of posting. The specific salary offered will be determined based on factors such as the qualifications of the selected candidate, departmental budget, internal salary equity considerations, and available market information.

Job Summary

The Administrative Assistant (Admin Assistant III), provides high-level administrative support to the Associate Vice President(s) and other members of the University Advancement team. Primary responsibilities include scheduling appointments and managing calendars; preparing complex documents of a highly confidential nature; leading or participating in special, repetitive, and on-going projects; managing correspondence; providing internal and external customer service; and reconciling/approving expenses. This position serves as the primary manager of the Minneapolis office for University Advancement, managing requests related to the workspace and supporting the team. Work direction for the role will be provided by the Associate Vice President(s) and project requests will come from members of the University Advancement team. This is a full-time in-person position located on the Minneapolis campus.

Essential Functions

• Manage the Associate Vice President(s)’s calendar for all activities, meetings, reservations, and travel; coordinate and prepare materials for meetings the Associate Vice President(s) attends or leads including agendas, minutes, reports, presentations, online research, room reservations, and catering requests. Manage expense reporting. Assure the preparation and proper recording of call reports for development work involving the Associate Vice President(s). Manage small constituent and team gatherings.
• Support the Associate Vice President(s) in scheduling large group and recurring meetings, prepare materials for meetings. Manage expense reporting. Support committees and projects as requested.
• Prepare letters, donor acknowledgements, e-mail correspondence, memos, presentations, and other documents as needed; complete writing projects; transcribe and prepare clean text; edit and proof correspondence, proposals, and summaries.
• Assist Associate Vice President(s) with initiative and projects as requested; manage procedures and processes, including purchases and payments, requests for services, and managing department rosters for subscriptions; reconcile and approve expenditures; oversee and implement change in office operations; ensure equipment, materials and space are used effectively.
• Manage University Advancement on-boarding, off-boarding, office move requests, organization chart updates, phone list updates, training/professional membership access and other staffing and facilities-related processes.
• Manage the Minneapolis University Advancement Office ensuring the space is well-organized, professional, and welcoming for team members and external guests. Order supplies. Manage office contracts and equipment.
• Provide project support to members of the University Advancement team.
• Provide seamless back-up to the Executive Assistant to the Vice President of University Advancement position. Maintain excellent working relationships with all members of the University Advancement staff, the internal university community, and donors; assist with fostering a team dynamic within the advancement office.
• Other duties as required.

Qualifications

• High school diploma or equivalent
• Three years of administrative support experience

Preferred Qualifications

• Post-secondary work

How to Apply

All interested candidates must apply online at https://www.stthomas.edu/jobs/ . Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

Official job posting is available at www.stthomas.edu/jobs.