University Relations Administrative Assistant
- Employer
- Willamette University
- Location
- Oregon, United States
- Salary
- Salary Not specified
- Date posted
- Dec 20, 2024
View more categoriesView less categories
- Position Type
- Administrative, Business & Administrative Affairs, Development & Advancement
- Employment Level
- Mid-Level
- Employment Type
- Full Time
University Relations Administrative Assistant
Posting Number: R0006154
Location: Salem Campus
ABOUT WILLAMETTE UNIVERSITY:
Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.
Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.
UNIVERSITY RELATIONS ADMINISTRATIVE ASSISTANT
Join the team that ties the past to the present at Willamette University. The Advancement Team helps build a bridge between alumni and students, providing mentorship, philanthropy, and experiential education opportunities. As the University Relations Assistant Admin III, you will work in the team's hub, providing support in a fast-paced, vibrant, and joyful environment.
The University Relations Assistant provides support across the University Relations departmental units, focusing on the endeavors of the Alumni and Community Engagement, Advancement Communications, and Willamette Annual Fund teams. The person in this position must be able to work independently to meet deadlines, shifting priorities, and an often-demanding schedule. The University Relations Assistant reports to the Associate Vice President of Advancement | Executive Director of University Relations.
Duties and Responsibilities
- Serves as receptionist, receives and directs phone calls, and
greets and assists Advancement guests.
- Provides general administrative support and project management
across the University Relations departmental units.
- Provides a welcoming reception to guests with a helpful
customer service demeanor. Delivers accurate and thoughtful
assistance, striving toward positive interactions. Maintains the
office space as a professional atmosphere in
presentation.
- Hires and supervises student employees.
- Serves as a contact with several key campus offices, including
academic departments, Campus Dining, Facilities, Campus Safety,
Financial Affairs, the President's Office, and others.
- Assists in preparing staff reimbursement and travel requests
for review and approval and maintaining fiscal year accounting
records. Communicates with staff to ensure completed documentation
as required by University policy; distributes documents to the
University's Accounting office and maintains fiscal year records as
needed for the Development Team.
- Tracks and coordinates reservations for events managed by
Alumni and Community Engagement.
- Assists the Alumni and Community Engagement team for events by
preparing name tags, check-in lists, attendee lists, thank-you
gifts, and Willamette SWAG boxes.
- Receives phone calls and emails from constituents, responding
appropriately or forwarding them to the appropriate staff, ensuring
a timely response.
- Assembles Alumni Awards nomination packet and spreadsheet for
the Alumni Board of Directors, Membership & Awards
Committee.
- Partners with the Advancement Communications team to schedule
video interviews for various video projects.
- Provides support for significant alumni, community, and donor
events.
- Participates fully in on-campus advancement events, including
Alumni Reunion Weekend. Participates as needed in other University
events.
- Knowledgeable about Advancement policies and
procedures.
- Maintains and produces business process and
training/instructional documentation about events and other
pertinent data entry procedures.
- Knowledgeable about campus events as they pertain to
Advancement constituencies.
- Other duties as assigned.
Minimum Qualifications
- High school diploma or equivalent and two of
administrative/secretarial experience and/or an equivalent
combination of education and experience.
- Experience exercising a high degree of initiative, independent
judgment, tact, and discretion in executing assigned
responsibilities.
- The ability to maintain confidentiality.
- familiarity with using a computer and a willingness to learn
new applications and technology related to the job.
Preferred Qualifications
- Applicants should thoroughly understand Willamette and the
value of a private liberal arts education.
- A strong candidate will have excellent interpersonal and
communication skills and an exceptional ability to analyze
data.
- Strong initiative, creativity, high energy level, and
demonstrated ability to lead and motivate people are
essential.
- Excellent interpersonal skills and a strong customer service
orientation.
- Strong oral and written communication skills.
- Outstanding work organization and time management
skills.
- Personal initiative and an ability to manage projects
simultaneously, set priorities, and follow through on
projects.
- Ability to work effectively in a team environment-with a mix of
deans, faculty, parents, alumni, and staff colleagues.
Typical Work Schedule
- Monday - Friday, 8am-5pm
- Willingness to work evenings and weekends
- Hybrid work schedule available
Salary: $19.82/ hour
You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
- Cover letter addressing the required/desired qualifications and
presenting any other applicant characteristics which deserve
emphasis
- Current Resume
Applications will be reviewed on a rolling basis as received until the position is filled.
Incomplete applications will not be considered.
WILLAMETTE UNIVERSITY VALUES DIVERSITY:
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically underrepresented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives, and backgrounds.
BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.
REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
INSTRUCTIONS FOR APPLICANTS:
Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.
Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/University-Relations-Administrative-Assistant_R0006154
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.
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