Administrative Assistant to the Vice President for Institutional Advancement

SUMMARY

This position is responsible for the overall management of the executive office and directly supports the Vice President for Institutional Advancement.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following:

Office skills to include keyboarding, math, accounting, and receptionist skills.

Personal computer skills including knowledge of current Microsoft Windows Operating Systems and Microsoft Office Suite. Must have the ability to learn new software as needed. Word processing, spreadsheet and database management skills a necessity. Knowledge of POISE database system is highly desired.

Must have good human relationship and leadership skills; and the ability to work well with constituents, SPC Foundation donors, co-workers, peers and students.

Maintain a comprehensive filing system, including the use of FileBound for electronic document filing.

Responsible for the preparation of correspondence, reports and meeting minutes.

Responsible for the scheduling of appointments, meetings, facilities, travel, and other arrangements necessary for conducting official business in the Office of Vice President for Institutional Advancement.

Serves as a receptionist for the Vice President and displays a pleasant, courteous and professional demeanor.

Responsible for absolute confidentiality of personnel, donor and student information as well as other information of a confidential nature.

Works with the Scholarship Coordinator/Foundation Bookkeeper in maintaining accurate financial records for the SPC Foundation and the awarding of scholarships to students.

Works with the Administrative Assistant to the Director of Development in receipting of contributions to the Foundation and recording of donor gifts into the POISE development module.

Assists in the development, implementation and evaluation of Advancement Office and SPC Foundation fund-raising events and projects.

Knowledge of South Plains College’s Policy and Procedure Manual.

Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

This position has supervisory responsibilities for student assistants working in the Advancement Office.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE

An Associate’s degree and/or five years of experience in higher education is preferred. College-level office technology/accounting education and/or experience, and strong English/communications background preferred.

LANGUAGE SKILLS

Ability to read and comprehend policies and procedures pertaining to personnel, technical procedures, and governmental regulations. Ability to effectively present information and respond to questions from employees, students and general public. Ability to write routine job-related correspondence.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts consistent with budget preparation. Knowledge of basic accounting procedures and practices.

REASONING ABILITY

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk; use hands to finger, handle, or feel; and reach with hands and arms.

The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

 

 


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