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University Relations Administrative Assistant

Willamette University
Oregon, United States
Salary Not specified
Posted date
Sep 23, 2021

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Position Type
Administrative, Business & Administrative Affairs, Development & Advancement
Employment Level
Employment Type
Full Time
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University Relations Administrative Assistant

Posting Number: R0003866
Location: Salem Campus

Attention Current Willamette University Employees: In order to apply for posted positions, please close this window and log into your Workday account and apply through the Career worklet.

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 for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
The University Relations Administrative Assistant works on a variety of tasks, including correspondence, data entry, stewardship efforts, data auditing, budget tracking, and other administrative duties. This role requires an individual who is highly collaborative, detail-oriented, organized, and able to manage multiple tasks to completion and under tight deadlines. The University Relations Administrative Assistant also provides administrative support for the Associate Vice President for University Relations, the Director of the Willamette Annual Fund, and the Alumni & Parent Engagement team lead.

The units of University Relations are high-profile, requiring a high-degree of professionalism, accuracy and versatility. Great tact and diplomacy is needed to maintain the confidentiality and integrity of the office. The University Relations Administrative Assistant works closely with the University Relations Assistant. This position reports to the Associate Vice President for University Relations.

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.

  • Provides a high level of proactive, action oriented, independent decision making, and support for AVP
  • Prioritizes requests for time according to AVP and organizational priorities and facilitates AVP decisions/actions to help keep projects moving forward
  • Manages the University Relations Team budget, working closely with the AVP and Advancement Fiscal Officer to ensure appropriate spending
  • Serves as chief liaison with senior assistants in campus offices
  • Manages AVP calendar; this includes arranging meetings, conferences, etc., with faculty, senior administrators, campus partners, Advancement team members, and other outside contacts, confirming appointments, directions, parking information, etc. as appropriate
  • Maintains the University Relations Team performance review calendar (30-day review, 90-day review, 6-month review, annual review, and semi-annual review)
  • Assists with the organization of Development staff meetings and retreats
  • Coordinates and assist with the venue selection, set-up and catering/meeting arrangements
  • Assists with agenda and materials
  • Manages appropriate meeting and retreat communications with staff
  • Takes meeting minutes and circulates for review prior to distribution to attendees
  • Maintains an electronic archive of meeting materials in an appropriate central location
  • Serves as a proficient user of Willamette's Raiser's Edge fundraising tool, acting as a resource for team members
  • Maintains confidential donor documents and donor information stored in WU's donor database and archive systems
  • Prepares and enters Raiser's Edge (RE) contact reports, action items, and proposals for development officers
  • Aids in tracking and cultivation of top prospects
  • Monitors contact reports for completion and completeness
  • Supports the Activity of the Alumni Board, Parent Leadership Council and other volunteer boards
  • Gathers appropriate materials and emails/mails completed packets to participants in advance, as well as any follow-up correspondence as a result of the meeting
  • Develops meeting agendas at the direction of the lead staff member in charge of the volunteer board or committee
  • Takes meeting minutes, circulates to lead staff member for review, edits, and distributes minutes in a timely fashion
  • Maintains an electronic archive of meeting materials in an appropriate central location
  • Works closely with assistants and the executive assistant in Advancement to ensure common practices and continuity
  • Provides back-up and support to other members of the administrative support team within Advancement including cross training with other coordinators in Advancement
  • Processes internal and external invoices for the University Relations team
  • Handles general office duties including answering telephone calls and/or taking messages and acts as the central point of contact for those who need to engage with the University Relations Team
  • Manages P-Card process and reconciliation for University Relations Team members
  • Supports University and Advancement events throughout the year
  • Manages and/or assists with special projects and other duties as required

  • Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position. High school graduate or equivalent and 2-4 years college or post high school training preferred.
  • Three to seven years related experience.
  • Experience in operating standard office equipment such as personal computer, printer, scanner, typewriter, copier and calculator.
  • Conversant with MS Word and MS Excel. Ability to work with graphic files and learn other software programs as needed (e.g. MS PowerPoint, Dreamweaver).
  • Thorough knowledge of a full range of secretarial practices and office procedures, including English, composition, spelling, grammar, and punctuation.
  • Working knowledge of bookkeeping practices and procedures and ability to establish and maintain filing and record keeping systems.
  • Ability to set priorities for tasks to meet deadlines while maintaining accuracy and attention to detail, and to develop systems and procedures to increase efficiency in day-to-day operations of the office.
  • Willingness to learn new tasks and tools as needed.
  • This position is subject to a criminal conviction record check.
  • Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty and students.
  • Ability to work occasional evenings and weekends for signature events and activities including Alumni Reunion Weekend.

Preferred Qualifications
  • Experience with The Raiser's Edge and Internet search skills strongly preferred

Advancement Diversity, Equity, and Inclusion Statement

Advancement is committed to fostering an equitable and inclusive work environment that values diversity. We engage and work with our constituents, our potential employees, and our colleagues in an inclusive and respectful manner to cultivate and support a diverse community. We work hard to ensure that our organizational culture affirms the value of each member and acknowledges the differences in our lived realities through ongoing learning and change.

Typical Work Schedule

Monday to Friday, 8am to 5pm

Physical Demands & Working Conditions

Typical work performed indoors in a normal office environment.

Salary: $20.30 per hour

Applications will be reviewed on a rolling basis as received until the position is filled.

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.

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

​Incomplete applications will not be considered.

Apply online at

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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