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Philanthropy and Alumni Office Assistant

Embry-Riddle Aeronautical University
Arizona, United States
Salary Not Specified
Posted date
Aug 19, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Alumni Affairs, Conference & Special Event Administration
Employment Level
Employment Type
Full Time
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Job Description

Embry-Riddle Aeronautical University’s Prescott, Arizona campus is looking to hire a Philanthropy and Alumni Office Assistant. Embry-Riddle's Prescott Campus is respected worldwide for cutting-edge instruction and training for tomorrow’s aviation, aerospace, security and intelligence leaders. Prescott is a mile-high city and its climate reflects seasonable weather excellent for flying. Daytime averages are 80°F in the summer and 45°F in the winter. At 5,000 ft. above sea level, it boasts a mild climate, clean air, pristine wilderness areas, and nearby national forests. The university is a small, private, residential university in the mountains of Arizona with approximately 3,500 students. Staff/faculty/student interaction is highly valued and is a central theme of our campus. It is located 100 miles north of Phoenix and 120 miles south of the Grand Canyon.

This is a non-exempt position reporting to the Philanthropy & Alumni Engagement (PAE) Division Administrator. This position can be filled in either a full-time or part-time capacity. The Office Assistant is responsible for providing administrative support to the Executive Director of Philanthropy - Prescott and the Director of Alumni Engagement - Western Region in Prescott, as well as addressing special projects as assigned by the Division Administrator.

Responsibilities include the overall management of the Prescott PAE office to include greeting and assisting guests, ordering supplies and services, reviewing and completing financial documents, producing financial reports, supervising student workers assigned to Philanthropy projects, managing calendars and scheduling meetings, entering contact reports, supporting prospect management projects, preparing for and staffing campus events, making event invitation calls and collecting and organizing RSVP’s. The Office Assistant will collect data, conduct research, and assemble complex reports with urgency and a high degree of accuracy. The Office Assistant may also track division travel, make complex travel plans, and submit accurate travel expense reports on behalf of division fundraisers.

Job duties include, but are not limited to:
  • Provide general administrative support to the Exec Director and Director and manage the day to day operations of the Prescott Office of Philanthropy & Alumni Engagement - monitor inventories and order supplies, process daily gift payments sent directly to the PR office, greet and assist visitors/guests, and supervise student employees. Interface with vendors as required. Create or complete financial documents, including check requests, reimbursements, and purchase orders, using the University’s online systems and according to standard procedures. Conduct research; collect, analyze, and synthesize data from multiple sources and produce complex reports. Prepare proposals and other documents.
  • Assist in the planning and execution of Philanthropy and Alumni Engagement meetings and events, including order catering and supplies, payment requests, RSVPs, event set up and break-down, schedule rooms, request and confirm audio-visual or IT Services, equipment or support. Provide support to the PR Chancellor’s Office for events including, but not limited to, Board of Visitor meetings and Commencement.
  • Manage and organize the schedules and calendars of team members as assigned. Assist in travel planning, prepare business correspondence, prepare and enter reports describing contact with donors.
ERAU benefits include:
  • Retirement Plan - ERAU offers immediate vesting and provides a 6% gift and will match up to 3.5% of employee contributions

  • Two BC/BS health plans – PPO and high deductible plan with a health savings account

  • Tuition waivers for employees, spouses, and dependent children

  • Use of various campus services: fitness center, library, mail room and enjoy observation flights

  • Associate's degree

  • Minimum three to five years of work related experience

  • Required skills, knowledge, abilities: Microsoft Office products; attention to detail; strong customer service skills; exceptional critical thinking skills.

  • The Office Assistant must be a proactive, creative, and a tenacious problem-solver; have a positive attitude; be professional, poised and polished; possess exceptional integrity and be very discrete with confidential material; have excellent written and oral communication skills; and work with a service-oriented outlook. The Office Assistant must possess the ability to work with a sense of urgency. Must have attention to detail and commitment to producing excellent, finished work with minimal oversight.

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