Skip to main content

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


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.





jeid-d9873c02a060a8489b9f09fb8da091ea

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert