Administrative Assistant - Alumni Office

Salary: Depends on Qualifications
Location : Main Campus (BG), OH
Job Type: Full-Time
Job Number: BGSU00312
Division: V P University Advancement
Department:Alumni Office
Opening Date: 12/21/2023
Pay Grade: 26
Summary
Work Schedule: Full-time position. Hours: 8:00 a.m. to 5:00 p.m., Monday through Friday. Full benefit package available.
Position Summary
The Administrative Assistant position will provide a high level of support to the Assistant Vice President, Alumni Engagement and Annual Giving and team members leading strategy and duties in alumni engagement and annual giving. Duties will include, but not limited to, relieving Assistant Vice President of non-routine or routine administrative responsibilities such as calendar management, travel arrangements, pre-event support, department budget management, correspondence coordination, maintaining office and event supplies, assisting with personnel searches, and communication with alumni and constituents regarding University business.
Essential Functions

• Coordinates and oversees day-to-day department administrative operations. Manages and monitors calendar for upcoming meetings and special events. Requests repairs and services as necessary for building and equipment. Provides direction to others on various situations and topics. Develops and implements policies, procedures and forms related to department administrative operations.
• Prepares correspondence and reports and handles other issues, including issues of a confidential nature.
• Monitors budget expenditures for the department. Creates requisitions, submits invoices for payment and receives and reviews financial documents in financial management system.
• Enters applicant information for department personnel searches. Posts advertisements and applicant information. Coordinates search process, establishes and maintains credential files and corresponds with candidates. Assists with interview schedules, travel, lodging arrangements and expense reimbursements. Prepares recruitment reports.
• Serves as liaison for department with other University offices and general public. Manages business functions for the department. Investigates and responds to inquiries, questions and complaints.
• May supervise student workers and/or other staff.

Minimum Qualifications
Experience

• One year related experience required

Education

• High school diploma or GED required

Additional Information
Essential Competencies

• Knowledge of basic mathematical skills
• Knowledge of basic reading skills
• Ability to carry out verbal and/or written instructions
• Ability to effectively communicate, verbally and written
• Detailed-oriented and highly accurate
• Ability to work in changing environment
• Ability to work effectively in a team environment
• Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU appropriately - - Ability to coordinate or lead others in accomplishing work activities
• Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry/query
• Ability to query, run reports and modify data in financial systems
• Ability to access and maintain document imaging systems, including scanning and filing documents
• Ability to operate computers and peripheral equipment such as printers
• Ability to draft office correspondence

Deadline to apply: The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by 'January 5, 2024'.
Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email .
Benefits
Bowling Green State University provides a comprehensive benefit program as part of a total compensation package. This includes medical, prescription, dental, vision, health accounts (medical & dependent), life & disability insurance, retirement plans, employee assistance program and tuition fee waivers for employees and their eligible dependents as well as paid time off, flexible work options, holidays and parental leave. For more information please visit Benefits-at-a-Glance.