LEMOYNE-OWEN COLLEGE

Position Title: Administrative Assistant
Reports To: VP of Advancement
Department: Office of Institutional Advancement &amp; Alumni Affairs (OIA)
Classification: Full-time, Salary Exempt, 12-months, Benefits Eligible
POSITION OVERVIEW
The Administrative Assistant to the Vice President for Institutional Advancement provides dependable administrative support, facilitates effective communication, and ensures seamless coordination of activities and priorities for the Vice President. The Administrative Assistant manages commitments and schedules, including coordination of the Vice President's, OIA's, and campus calendars. This role anticipates needs, identifies next steps, and ensures timely follow-through on commitments, supporting organizational leadership, fundraising efforts, and strategic relationship management. The role requires close and consistent collaboration in the beginning that grows into ownership of defined executive support workflow. The ideal person for the position is someone who enjoys creating order around complex work, anticipating next steps, responding reliably, and works well as a member of a team in a fast-paced, goal-focused office.
ESSENTIAL DUTIES &amp; RESPONSIBILITIES
<ul>
<li>Manage the Vice President’s calendar, meetings, correspondence, documents, and follow-up.</li>
<li>Support other OIA staff as needed in coordination with the Vice President.</li>
<li>Serve as the first contact for donors, alumni, trustees, partners, vendors, students, and campus colleagues.</li>
<li>Maintain electronic and paper files according to College policies, retention rules, and confidentiality standards.</li>
<li>Coordinate advancement events, including invitations, registration, facilities, vendors, supplies, briefing materials, and follow-up.</li>
<li>Prepare meeting materials and logistics, record notes as requested, and track action items.</li>
<li>Monitor communications, deadlines, and requests; route and resolve inquiries.</li>
<li>Prepare purchase requests, invoices, expense records, and budget-tracking materials.</li>
<li>Maintain shared calendars and administrative workflows for efficient department operations.</li>
<li>Collaborate with Finance, the President’s Office, and other campus departments on advancement initiatives.</li>
<li>Protect sensitive institutional information to include the information of donors, alumni, and students, in compliance with applicable policies and laws.</li>
<li>Perform other duties as assigned in support of the College’s mission and institutional priorities.</li>
</ul>
REQUIRED QUALIFICATIONS
<ul>
<li>Associate degree or equivalent education and relevant administrative experience.</li>
<li>Minimum of two years of relevant administrative, office management, customer service, nonprofit, higher education, or fundraising experience.</li>
<li>Proficiency in Microsoft 365: Word, Excel, Outlook, PowerPoint, and Teams.</li>
<li>Effective communication, proofreading, organization, and customer-service skills.</li>
<li>Ability to manage priorities, meet deadlines, maintain accurate records, and work independently.</li>
<li>Discretion in handling confidential and sensitive information.</li>
</ul>
KNOWLEDGE, SKILLS, AND COMPETENCIES
<ul>
<li>Professional judgment, diplomacy, integrity, and attention to detail.</li>
<li>Ability to build positive relationships with internal and external constituents.</li>
<li>Anticipates needs well, organizes information, solves routine problems, and follows procedures.</li>
<li>Accuracy in data entry, document preparation, filing, and basic financial tracking.</li>
<li>Ability to work independently and collaboratively in a fast-paced environment.</li>
<li>Commitment to responsive service, continuous improvement, and the mission of the College.</li>
</ul>
WORKING CONDITIONS/PHYSICAL DEMANDS
Regularly requires sitting, standing, handling objects, speaking, and hearing; occasionally lifting to 20 lbs.; and close vision.
Any candidate receiving an offer must successfully complete reference and background checks.
LeMoyne-Owen College offers health, vision, and dental benefits; College-paid life insurance and short- and long-term disability coverage; and paid time off.
LeMoyne-Owen College is an AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.
No Solicitations or Phone Calls Please

Administrative Assistant, OIA

Administrative Assistant, OIA

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