Executive Assistant to the Vice President of Development & Alumni Relations - Framingham State

GENERAL STATEMENT OF DUTIES:

This position provides a broad spectrum of support on a wide variety of duties in the office of the Vice President of Development and Alumni Relations, which oversees several departments, including Development, Alumni Relations, Grants and Sponsored Programs, Campus Events, the Danforth Art Museum, and the Danforth Art School. Responsibilities include complex administrative duties requiring a significant degree of confidentiality, independent judgment, autonomy, initiative, general Framingham State University (FSU) knowledge, and the ability to prioritize and manage multiple assignments and tasks.

SUPERVISION RECEIVED:

Vice President of Development and Alumni Relations

SUPERVISION EXERCISED:

Student Employees

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Acts as point of contact for the Vice President of Development and Alumni Relations for campus departments and off-campus partners.
• Provide high level administrative support including drafting and managing correspondence, and managing the Vice President's calendar, including arranging meetings, appointments, and travel.
• Supports the Vice President in managing their portfolio of assigned donors and prospects, and the FSU Alumni Association and Foundation Board of Directors.
• Schedules and arranges for meetings, interviews, trainings, appointments, or similar activities, including the preparation of agendas, notetaking during meetings, preparing and distributing minutes, and following up on action items.
• Serves as the first point of contact for the Office of Development & Alumni Relations, including receiving visitors, answering phones, managing the department voice mail account, managing general emails.
• Supports all of the Division's departments in tracking expenses, creating purchase orders, processing invoices, and reconciling accounts, and ordering and managing office supplies and equipment,
• Coordinates with Facilities for any department-specific needs, such as repairs or space adjustments.
• Assists staff in preparing and processing travel and expense reports, ensuring timely reimbursement.
• Enters, updates, and maintains data in the database of record, including identifying and updating records with new contact information or information on deceased alumni and donors.
• Compile data and generate reports for department leadership or external stakeholders as needed.
• Serves an integral role in the management of cash and non-cash contributions. Receives gifts and ensures University policies are followed relative to the acceptance of gifts.
• Assists in organizing and attending departmental events, and processing event registrations.
• Manages the Department's student employees, including creating and managing schedules. tracking attendance, and prioritizing their work.
• All other duties as assigned.
• Accountable for ensuring that affirmative action, equal opportunity, and diversity are integrally tied to all actions and decisions in areas of responsibility.

MINIMUM QUALIFICATIONS:

• Associate's degree.
• 3+ years of professional office experience.
• Excellent verbal and written communications skills.
• Creativity, initiative, and independence in carrying out responsibilities; personal approachability, and the ability to work as a member of a team.
• Strong organizational skills including the demonstrated ability to effectively handle multiple tasks while paying close attention to detail.
• The ability to work with high level board members, alumni, donors, and friends.
• Proficiency with Microsoft Office suite.

PREFERRED QUALIFICATIONS:

• Bachelor's degree.
• Experience working in higher education.
• Knowledge of fundraising and alumni relations.

This is a full-time, exempt, benefits-eligible, non-unit position. The salary range is $58,000-65,000.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity employer.

Members of underrepresented or minoritized groups, women, veterans, persons with disabilities, and all persons committed to equity, diversity, and inclusive excellence are strongly encouraged to apply.

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