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Administrative Specialist - Office of the Vice President

Employer
Butler University
Location
Indiana, United States
Salary
Salary Not Specified
Date posted
Aug 12, 2022

Job Details



Butler University’s Office of Advancement is seeking a highly motivated professional for the role of Administrative Specialist for the Office of the Vice President. This newly created position will provide wide-ranging support to the Office of the Vice President. Additionally, this position will support both the Executive Director of Principal Gifts and the Executive Director of DEI and Parent Philanthropy. This person will also collaborate with and support other Advancement departments as needed. The successful candidate will be comfortable working in a fast-paced environment while maintaining responsiveness, confidentiality, and professionalism at all times. This position reports to the Administrative Manager in the Office of the Vice President.

Butler University’s Office of Advancement is charged with connecting and engaging the Butler University community to maximize philanthropy in support of Butler’s mission. Through thoughtful and focused outreach, and a passionately expressed case for support, we match the Butler community’s philanthropic interests with University need.

Duties and Responsibilities:

Administrative Support
  • Assist the Executive Directors in planning, scheduling, and confirming of meetings.
  • Assist Executive Directors in requesting research needs, mailing lists, event approvals, etc.
  • Coordinate with the Administrative Manager to ensure that Executive Directors are following established processes for research, events, gift agreements, etc.
  • Assist Administrative Manager as needed with onboarding process for new staff members by arranging introductory meetings with other areas of the university, reviewing and assisting with the new employee checklist, and ensuring all office resources are provided.
  • Assist in managing and coordinating the Executive Directors’ calendars, schedules, and travel.
  • Work effectively in a fast-paced environment, maintaining responsiveness, professionalism, confidentiality, and customer service at all times.
Budget
  • Review budget on at least a monthly basis to reconcile and make sure allocations within are on track.
  • Coordinate the handling and/or processing of office administration and business documents, expense and Visa reports, and journal vouchers.
Project Management
  • Review processes within the department to determine whether improvements or efficiencies can be made.
  • Assist with planning and implementation of projects; track and report on progress.
  • Ensure project documents are complete, accurate, and current.
Correspondence
  • Create internal/external correspondence.
  • Process communication/information of a complex and confidential nature.
  • Anticipate and prepare content materials needed by team members for meetings and donor visits.
Position Requirements:
  • Bachelor’s degree required.
  • Strong organizational, project management and time management skills.
  • Ability to collaborate in a team-based environment where critical thinking and problem-solving skills are vital.
  • Ability to multi-task, prioritize, and meet deadlines in a fast-paced office environment.
  • Excellent verbal and written communication skills.
  • Strong Microsoft Office Suite skills; Outlook, Excel, Word, and PowerPoint are required.
  • Desire to work in higher education fundraising is preferred.
Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.

Advertised: August 12, 2022
Applications close:

Company

Butler University

With just over 5,000 students, we’re relatively small as far as universities go. That’s a good thing—it means classes are more personally engaging and professors are always available to help.

But in terms of opportunity, Butler University is about as big as it gets. Indianapolis is one of the largest and most dynamic cities in the Midwest. As residents, Butler students can plug right into the real-world through internships, co-ops, undergraduate research, public performances, and community partnerships. These experiences provide working knowledge and skills that students need to excel after college.

A career at Butler University means so much more than a job.  Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

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