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Senior Administrative Assistant

St. John Fisher College
United States, New York, Rochester
3690 East Avenue (Show on map)
May 09, 2024
Position Details
Posting Summary


Position Title Senior Administrative Assistant
Overview
St. John Fisher University is an independent, liberal arts institution that provides a transformative education to approximately 3,800 undergraduate, master's, and doctoral students each year. Across its five Schools, Fisher offers nearly 40 majors in the humanities, social sciences, natural sciences, business, education, and nursing; 11 pre-professional programs; and master's and doctoral programs in business, nursing, education, pharmacy, and public health. The University's residential campus boasts a robust living and learning community and a successful intercollegiate athletics program. Fisher is a community where all are welcome, regardless of religious or cultural background.

The University continues to honor its founders, the Congregation of St. Basil, by embracing their motto, "Teach Me Goodness, Discipline, and Knowledge." We are located in Pittsford, N.Y., seven miles outside of the city of Rochester. The campus is situated on 164 park-like acres-a beautiful setting for a warm, friendly campus community.
Job Responsibilities
This position is responsible for providing senior level administrative support to the Office of Institutional Advancement and will report to the Senior Director of Alumni & Constituent Engagement. This person is the face of the Institutional Advancement office and its entities including Major Gifts, Planned Giving, Alumni Relations, and Fisher Fund, with an emphasis on Alumni and Constituent Engagement.
Excellent phone skills and an ability to communicate and interact professionally with internal and external constituencies at all levels are mandatory. Success in this role hinges on meticulous attention to detail, being proactive, exemplary time management, and a proven ability to handle multiple tasks concurrently.

Office of Institutional Advancement Administrative Responsibilities (35%)

  • Act as the initial point of contact for all individuals entering the IA suite. Welcome staff, students, and visitors with a professional demeanor, ensuring a positive first impression.
  • Manage the Advancement phone, voice mail, and email promptly and professionally. Respond to inquiries in a timely manner, reflecting a high standard of service.
  • Routine office tasks; handle incoming mail efficiently, submit facilities and OIT requests, ensure the office is well-stocked with necessary supplies, and maintain general appearance of the office.
  • Assist with coordination and scheduling of complex internal and external meetings.
  • Provide administrative support to the IA Leadership Team.
  • Track and maintain budgets for the Institutional Advancement division. This includes processing expenses, creating reports in Prophix, coordinating with the Business Office to correct errors, coordinating annual budget cycle submission.
  • Execute additional office functions as requested, contributing to the overall efficiency of the Institutional Advancement office.




Alumni and Constituent Engagement Administrative Responsibilities (35%)

  • Oversee internal event and project calendar, ensuring regular updates are shared among team members.
  • Attend weekly staff meetings, capturing and disseminating notes to keep the team well-informed.
  • Contribute to the accuracy of alumni records in the CRM system by researching returned mail, managing event responses, and implementing changes directed by alumni or staff. Regularly upload alumni engagement activities to keep records current.
  • Monitor donor and alumni activities in the community and initiate appropriate follow-up actions in consultation with Donor Engagement and Alumni and Constituent Engagement.
  • Collaborate in the execution of donor acknowledgements and monthly stewardship activities, ensuring a seamless and appreciative experience for donors.
  • Provide oversight and management of files, particularly Policies and Procedures, ensuring they are up-to-date, easily accessible, and routinely reviewed for updates.
  • Act as the liaison between IA and Alumni Board members. Schedule meeting dates, circulate agendas, and meticulously record meeting minutes to maintain effective communication and collaboration.



Institutional Advancement Events (30%)

  • Support and coordinate event invitation process including the creation of mailing labels, meticulous stuffing, and timely dispatching of invitations, ensuring accuracy throughout.
  • Provide support for event preparations by crafting name tags, coordinating signage, and assisting with overall event-related set-up, ensuring a seamless and professional presentation.
  • Collaborate on event logistics and execution, offering assistance as needed to ensure the smooth and successful implementation of each event.


Education / Experience
Education:

  • A.S. degree required
  • B.S. degree preferred


Experience:
  • Relevant office experience preferred
Competencies / Skills

  • Strong Project Management skill characterized by a proactive approach, meticulous attention to detail, exceptional organizational, and forward-thinking abilities.
  • Advanced Microsoft Office and CRM skills and willingness to achieve competency in emerging technologies.
  • Knowledge of accounting/budget process and procedures.
  • Strong interpersonal skills - ability to work well with others and a welcoming demeanor.
  • Independent worker with the ability to focus on tasks with interruptions.
  • Ability to maintain confidentiality.

  • BANNER experience preferred.

Supervision of Employees
N/A
Work Environment
Well lighted, well ventilated, pleasant work area.
Equipment to be Used
Personal Computer with MS Office Suite (Excel, Word, Outlook, PowerPoint, Access),
Banner (data warehouse for all functional areas across campus)
Routine Office Equipment: Fax, Printer, Copier, Telephone, Calculator
Work Hours
35-hour work week, with night and weekend events as needed.
Special Conditions for Eligibility
n/a
EEO Statement
It is the policy of St. John Fisher University to provide Equal Employment Opportunity to all employees and applicants for employment in accordance with the applicable federal, state, and local laws governing non-discrimination in employment in each locality in which the University has employees.

The University does not discriminate against applicants or employees in hiring, promotion, termination or the terms and conditions of employment on the basis of race, color, religion, gender, sex, perceived sex, gender identity, gender expression, the status of being transgender, sexual orientation, national origin, citizenship, age, disability, marital status, military status, veteran status, predisposing genetic, characteristics or genetic information, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by law.

The Title IX Coordinator is the designated University official with primary responsibility for coordinating compliance with Title IX and related federal and state laws. The Title IX Coordinator, Meg Flaherty, Ph.D., can be reached by phone (585-385-8232), email (titleix@sjfc.edu), in-person in Campus Center 206, or outside of business hours by contacting the Office of Safety and Security (585-385-8111).
Work Location 3690 East Ave., Rochester, NY 14618
FLSA Non-Exempt
Salary / Hourly Range $18-22/hr
Notes
The salary range for this role is set based on a variety of factors, including but not limited to internal equity, qualifications, experience, and education. The above hiring range is one component of the University's competitive Total Rewards package which can be viewed here
Posting Detail Information


Posting Number S00584P
Desired Start Date
Open Date
Open Until Filled Yes
Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).




Documents Needed to Apply
Required Documents

  1. Resume
  2. Cover Letter


Optional Documents

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