University Advancement and Public Relations Executive Administrative Assistant

Public Value; Portales (NM); On-site; USD 36,000 - 48,000; Full time

Job summary

Eastern New Mexico University in Portales, NM seeks an Administrative Assistant to support the Office of the Vice President of Advancement and Public Relations. The role handles calendar management, meeting coordination, travel planning, and donor records in Banner, with collaboration across the division.

You will prepare agendas, minutes, screen calls, manage communications, and assist with constituent outreach and reporting. Strong MS Office and writing skills are essential.

Qualifications

• High school diploma or equivalent with at least six years of related experience.
• Tech-savvy with MS Office and Zoom.
• Detail-oriented writer and editor.
• Ability to gather and analyze data and complete routine assignments independently.
• Organize and manage workflows; collaboratively delegate across the division.
• Establish and maintain cooperative relationships with faculty, administrators and Advancement and Public Relations staff and managers.
• Strong interest in people, stories, and philanthropy in higher education.

Responsibilities

• Maintain VPAPR calendar and adjust meetings using MS Teams, Zoom, email, and phone.
• Arrange meetings with VPAPR staff, boards, faculty, and campus partners; prepare agendas and minutes.
• Screen calls and assist with Information Desk student workers.
• Plan trips and constituent visits; conduct outreach plans and book flights, hotels, rental cars, and restaurants.
• Support post-trip follow-up and donor engagement materials.
• Review and coordinate contact reports, strategy statements, and solicitation materials.
• Data entry and maintenance of donor records in Banner and other databases.
• Provide administrative support to other advancement teams; reconcile charges and PO requests.

Skills

MS Office

Zoom

Policy interpretation

Writer / Editor

Data analysis

Workflow management

Relationship building

Team collaboration

Education

High school diploma

Job description

Position Summary:

Under the guidance of the Vice President of Advancement and Public Relations (VPAPR), act as an administrative partner, providing administrative support services for the Office of the Vice President of Advancement and Public Relations and for the VP

Duties and Responsibilities:

• Maintain VPAPR’s calendar and adjust meetings and schedules accordingly for various internal and external meetings utilizing MS Teams, Zoom, email, and phone. In collaboration with VPAPR, manage MS Teams Channel and other internal communications for Advancement and Public Relations
• Arrange meetings and conferences with VPAPR staff, boards, faculty, and campus partners: to include preparing agenda, reserving meeting rooms, assembling and summarizing information required for coverage of agenda items, preparing and distributing minutes reflecting business covered to appropriate individuals, and working in collaboration with the VPAPR to ensure proper follow-up steps are implemented and recorded
• Receive, screen, and, as necessary, refer telephone calls to appropriate offices; help manage student workers working in the Information Desk
• Act as a collaborative partner with the VPAPR to conduct constituent research, plan strategic outreach, and assist with the planning of trips and constituent visits (in-person or virtual) locally and nationwide. This will include conducting outreach communication plans with the goal of setting visits, to include, but not limited to, email mergers in MS Word and Excel, researching and booking flights, hotels, rental cars, and restaurant reservations, and developing travel itineraries
• Help develop and implement post-trip follow-up processes aligned with donor engagement and solicitation strategies
• Help to review, coordinate, and sometimes craft, across the division, contact reports, strategy statements, and solicitation materials for constituents and academic partners
• Data entry and maintenance of donor records in Banner and other advancement databases as they come online
• Provide administrative support to other advancement teams when needed and approved by VPAPR
• Reconcile purchasing card charges and purchase orders for VPAPR
• Regular and predictable attendance is required
• Perform other related duties as assigned

Minimum Job Requirements:

A high school diploma or equivalent certificate and a minimum of six years of related experience are required

Knowledge, Skills, and Abilities:

• Tech savvy with a working knowledge of MS Office Suite (Word, Teams, Excel, Outlook, PowerPoint) and Zoom
• Ability to independently interpret a wide variety of policies and procedures.
• A thorough, detail-oriented writer and editor
• Ability to gather and analyze data and complete routine assignments independently with general instructions
• Ability to organize and manage workflows and collaboratively delegate across the division
• Ability to establish and maintain cooperative working relationships with faculty, administrators and Advancement and Public Relations staff and managers, and external stakeholders
• Characteristics and transferable skills include, but are not limited to, intellectual curiosity, tenacity, eternal optimism, an interest in people and their stories, higher education advancement and alumni engagement, an interest in the life-changing impact of philanthropy and higher education on families, students, and communities

Physical Demand and Working Conditions:

• Work is sedentary in nature, which at times requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects
• Some travel may be required

Essential Functions: [As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, and abilities, physical demands, and working conditions. This is not necessarily an all-inclusive listing.]

Equal Employment Opportunity /Title IX/IPRA.

Eastern New Mexico University does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws. If a reasonable accommodation is needed to participate in the job application or interview process, or to perform essential job functions, please contact the Office of Human Resources at [phone]. New Mexico is an open records state; therefore, ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Any concerns regarding sex discrimination should be addressed to the Title IX Coordinator at [e-mail], [phone], or Curry Hall Office 127, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent [e-mail]. For any other inquiries, please contact Human Resources at [phone] or e-mail [e-mail].