Senior Administrative Assistant for Advancement

Southwestern University; Georgetown (TX); On-site; USD 38,000 - 46,000; Full time

Job summary

Southwestern University in Georgetown, Texas, seeks a Senior Administrative Assistant to provide comprehensive support to the Office of Advancement. You will manage events, social media content, mailings, and banking-related tasks while maintaining filing systems and coordinating with senior staff.

Responsibilities include coordinating vendor payments, on-site event support, and acting as secondary support to the Executive Administrative Assistant in University Relations.

Qualifications

• Flexible, able to adjust to fluctuating priorities.
• Highly organized and efficient in completing tasks.
• Occasional evening and weekend hours may be required.
• Proficient with Microsoft Office, Google Suite, and Canva.

Responsibilities

• Provide comprehensive administrative support to the Office of Advancement.
• Manage event support, including registration data entry and on-site coordination.
• Coordinate social media content for alumni channels and report monthly analytics.
• Prepare mailings via mail merge; handle filing and correspondence.
• Oversee vendor payments, contracts, reimbursements, and Adobe Sign.
• Maintain the 3rd floor file room and create hard copy files; manage office supplies and inventory.
• Serve as secondary support to the Executive Administrative Assistant of University Relations.

Skills

Flexible schedule

Highly organized

Microsoft Office

Google Suite

Canva

Team oriented

Cultural awareness

Tools

Microsoft Office

Google Workspace

Canva

Job description

About Us

Located in Georgetown, Texas, Southwestern University is an independent, four-year undergraduate institution offers a top-ranked integrated arts and sciences curriculum that incorporates the humanities, fine arts, social sciences, and natural sciences.

About Us

Located in Georgetown, Texas, Southwestern University is an independent, four-year undergraduate institution offers a top-ranked integrated arts and sciences curriculum that incorporates the humanities, fine arts, social sciences, and natural sciences. At Southwestern University, we are committed to fostering an environment where every individual feels respected, valued, and empowered. We believe that a thriving community is built on the strength of varying perspectives and experiences, and we strive to create an atmosphere of mutual respect and understanding. Our actions are guided by a commitment to fairness, openness, and the belief that our differences are what make us stronger as a whole.

Position Overview

Reporting to the Executive Vice President for Advancement, Athletics, & Career Services, the Senior Administrative Assistant provides comprehensive administrative support to the Office of Advancement division. The position manages a variety of complex and sensitive administrative responsibilities while supporting the daily operations of the division.

DUTIES

• Event support, including attendee registration data entry, preparation of name tags and other registration materials, and on-site management for the Office of Advancement campus and external events.
• Social media coordination, including the creation of social media content in support of Office of Advancement programs and initiatives on the Southwestern University Alumni Association LinkedIn, Instagram, and Facebook accounts, as well as collecting and reporting social media analytics on a monthly basis.
• Prepare large mailings using mail merge programs.
• Filing, drafting letters and memorandums, answering phone, responding to email.
• Coordinate the batching process for some acknowledgment letters.
• Maintain the 3rd floor file room and create hard copy files.
• Financial processing, including vendor payments and contracts, reimbursements, credit card reconciliation, and Adobe Sign facilitation.
• Office supply management, including ordering of office supplies, marketing collateral, and event materials, keeping an inventory of all giveaways, and keeping the office storage space and workroom in order.
• Serving as secondary support to the Executive Administrative Assistant of University Relations.

Additional Duties

• Creating alumni google accounts upon request
• Supporting various mailings to university constituents
• Occasional website updates, as directed by program managers
• Updating Alumni Directory on a weekly basis
• Point of contact for general facility work orders for Cullen 2nd floor.
• Point of contact for Cullen 2nd floor breakroom.

Qualifications

Minimum education, experience, licenses, certifications, and competencies (knowledge, skills, and behaviors) which are necessary for performing the listed duties.

• Ability to be flexible, adjust to fluctuating priorities, and produce a reliable work product.
• Highly organized and efficient in completing tasks.
• Ability to attend work consistently and maintain a regular work schedule, with availability for occasional evening and weekend hours.
• Excellent computer skills, utilizing software including the Microsoft and Google Suites, and Canva.
• Team-oriented and comfortable working with and around others frequently.
• Willingness to adhere to the University’s core values.
• Have knowledge, understanding, and acceptance of cultural differences and the diversity within the campus and community.

Additional Information

Starting hourly salary: $18.32 per hour. The final offer for the successful candidate will be commensurate with experience and may exceed the starting annual salary.

All individuals hired are required to complete the federal employment eligibility verification process as required by applicable law.

Southwestern University is an E-Verify employer.

Southwestern University is an equal-opportunity employer and prohibits discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected status under applicable law. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local law. If you need reasonable accommodation for any part of the employment process, please contact us by email at [e-mail].

Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report— Southwestern University Annual Safety and Fire Report is available online at https://www.southwestern.edu/life-at-southwestern/safety-security/annual-security-reports/ containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 512-863-1435.