Senior Administrative Assistant for Advancement

Southwestern University; South Carolina; On-site; USD 32,000 - 44,000; Full time

Job summary

Southwestern University seeks a Senior Administrative Assistant to provide comprehensive support to the Office of Advancement. The role handles diverse administrative tasks, supports events, social media coordination, mailings, filing and communications, and aids in financial processing and office operations.

The successful candidate will be highly organized, flexible, and able to work with campus partners, with proficiency in Microsoft and Google Suites and Canva, and a willingness to work

Qualifications

• Flexible and able to adjust to fluctuating priorities.
• Highly organized and efficient in completing tasks.
• Attend work consistently with availability for occasional evenings and weekend hours.
• Excellent computer skills with Microsoft and Google Suites, and Canva.
• Team-oriented and comfortable working with others.

Responsibilities

• Support events, including attendee registration and on-site management for campus and external events.
• Coordinate social media content for Office of Advancement programs and track analytics monthly.
• Prepare large mailings using mail merge programs.
• Filing, drafting letters and memorandums, answering phones, and responding to email.
• Coordinate batching process for acknowledgment letters.

Skills

Event coordination

Social media management

Microsoft Office

Google Suite

Canva

Administrative support

Communication

Tools

Adobe Sign

Mail merge

Job description

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.

• 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.

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.

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.