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| Job Description | ||||||||||||||||||||||||||
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Administrative Associate –Constituent Development
A vision is taking shape in the Valley of the Sun. It’s the vision of a New American University — the first university in the country that is simultaneously committed to excellence, access and impact. It’s a brand-new, innovative concept in higher education, and it was born right here at Arizona State University, a Research 1 institution. No other university in the country is pursuing the broad range of initiatives that ASU is pursuing, and no other foundation in the world has the incredible honor of advancing those initiatives. Being a part of the ASU Foundation means being a part of the vision.
The Office of Constituent Development includes a team of 20+ front line fundraisers, housed throughout the university, as well as the Office of Annual Giving. The administrative associate will perform varied advanced secretarial and administrative work unique to the department requiring initiative and independent judgment. Under general direction, works independently. This position will maintain official records and implements administrative policies. Handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices. Will have contact with internal clients including ASU leadership and their staff, as well as with donors, requiring use of business vocabulary, tact, discretion and judgment.
The ASU Foundation raises, invests and manages private funds to benefit Arizona State University and serves as the university’s entrepreneurial arm in technology commercialization, real estate investment and other emerging initiatives. One of Arizona’s oldest 501(c)(3) organizations, the foundation helps advance ASU as it takes on the great challenges of our time.
ESSENTIAL FUNCTIONS:
•Research, summarize and analyze information; calculate statistics and compile data to prepare reports
•Create and generate monthly and interim reports and queries from Advance and Hyperion, the foundation’s alumni and donor database, for use by the associate vice president and others in leading major gift strategies and managing a team of fundraisers
•Set up meetings with ASU leadership, specifically deans, and prepare agenda and supporting materials for these meetings
•Provide support for the associate vice president’s supervisory responsibilities, including preparation of annual plans and employee performance appraisals
•Represent the associate vice president regarding routine questions and interactions with directors of development and other constituent development staff
•Proactively anticipate needs of the associate vice president prior to meetings and deadlines
•Proofread proposals, direct mailings, and other internal and external communications
•Maintain and reconcile budgets for departmental unit accounts, including ASUF credit cards, and account transfers
•Prepare minutes, notices, manuals, agendas and correspondence with all supporting documentation
•Maintain calendar for assigned staff, regularly prioritize and arrange meetings, conferences and appointments
•Communicate arrangements to appropriate individuals and prepare background materials needed
•Screen phone calls and visitors, directing appropriate staff or department when necessary
•Coordinate travel, including local and regional
•Prepare correspondence, reports, or other documents from rough draft, notes or tapes
•Database management & processing for department
•Maintain confidential files
•Develop, implement, and coordinate routine and special communications to the team
•Perform other duties as assigned.
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•Knowledge of standard office policies and procedures •Excellent customer service skills, communication and follow through, including skills in establishing and maintaining positive collaborative working relationships across multiple departments •Expert knowledge of Microsoft Office Suite (Word, Outlook, Access, Power Point, Excel) •Comfort with learning and developing expertise in other computer programs (Advance, IFAS, etc.) •Ability to work within a team-oriented environment with little or no supervision •Skill in preparing presentations and various database applications •Must be able to work on multiple tasks simultaneously •Excellent written, oral communication and interpersonal skills •Organizational skills, including ability to prioritize work, experience in maintaining accurate and detailed records, and close attention to detail •Ability to work under pressure and working with a demanding fast-paced work environment •Ability to discern and maintain highly confidential information •Knowledge of budget management and fiscal responsibility •Strong analytical skills •Strong work ethic and passion for the mission and vision of the organization •Strong presentation, rapport-building skills •Ability to be flexible and adaptable EDUCATION AND QUALIFICATIONS: Bachelor's degree in Business or four years of directly related administrative experience. Clarity of focus while juggling complex projects or meeting deadlines. Must be able to communicate effectively through all mediums. Must be able to deal with multiple priorities, interruptions, and related stress. This position may require some early mornings and evenings to accommodate meetings and events. Contact us today. The ASU Foundation offers a competitive compensation and benefits package, including medical, dental and vision insurance; a 401(k) plan and reduced tuition at ASU. For more information on the ASU Foundation, visit our web site at www.asufoundation.org. If interested in the Administrative Associate –Constituent Development position, please apply online at www.asufoundation.org/jobs. |
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