Administrative Assistant, Advancement Operations

USA, Colorado, Denver
$17.19 - $20.43 per hour
Sep 20, 2017
University of
Faculty Jobs
Position Type
Alt-Ac & Post-Ac
Institution Type
Four-Year Institution

Position Summary

The Administrative Assistant supports a team of operations professionals, led by the Associate Vice Chancellor for Advancement Operations. The Assistant manages several business functions within his/her assigned team (including scheduling, travel arrangements, meeting preparation, customer service, and general correspondence). In addition to these business functions, the assistant is also responsible for partnering with the leader in his/her area to support them in efficiently and effectively managing their portfolio of responsibility. This may include assisting with program development strategies, executing events and special projects, and other activities.

The Administrative Assistant for Advancement Operations will also be responsible for crafting and preparing high-quality professional documents, reports, and presentations as needed and will assist in managing special projects. Special projects may include (but are not limited to) organizing and facilitating small events, trainings, and other team activities; conducting research on best practices; and recommending and implementing business process improvements. The assistant is also responsible for partnering with the operations team within Advancement to manage expense transactions, monitor budget activity, and prepare financial projections for his/her assigned team.

This employee must be able to multi-task and prioritize many competing deadlines and timelines. Attention to detail, commitment to quality, and ability to take initiative are essential to success in this position. The Advancement Coordinator must also be an effective, professional, and diplomatic liaison to a variety of audiences including University leadership, advancement staff, campus colleagues, donors, alumni, parents, and other constituents.

Essential Functions

Administrative Coordination

  • Supports the leader in his/her assigned team to effectively manage their portfolio of responsibilities. This may include specific assignments related to monitoring team-based and division goals, constituent moves management, research and data compilation, data entry, and business process improvements.
  • Provides full administrative assistance to the Associate Vice Chancellor. Manages calendars to schedule meetings with staff, campus colleagues, consultants, vendors and others. Coordinates travel arrangements as needed.
  • Creates and delivers high-quality professional reports, presentations, and other documents for internal and external audiences.
  • Serves as a strong liaison and provides excellent customer service to University leadership, advancement staff, campus colleagues, alumni, donors, and others.

Budget Coordination

  • Prepares expense reports and reimbursement requests on behalf of his/her assigned team.
  • Assists in tracking departmental expenses and researches/ troubleshoots as necessary.
  • Serves as a knowledgeable resource for applicable purchasing policies and procedures.

Special Projects

  • Organize and facilitate trainings, meetings, and small events as needed.
  • Research and prepare reports on specific topics (e.g., benchmarking/best-practices at other institutions, donors/alumni, giving histories/constituent information, etc.).

University Citizenship

  • Serve as an active and collaborative partner to all central and unit-based advancement functions and campus colleagues to foster strategic, effective, and collaborative advancement practices.
  • Model "One DU" leadership.

Knowledge, Skills and Abilities

  • Outstanding attention to detail and commitment to quality.
  • Excellent interpersonal skills, including verbal, written and organizational skills.
  • An understanding and attitude of customer service; ability to be very flexible and adapt to change.
  • Ability to manage time well, particularly while managing competing priorities.
  • Ability to work independently and as a part of a group.
  • Willingness to take initiative, keep a positive attitude, and maintain a professional demeanor.
  • Adept at problem-solving, critical thinking, and using judgment in situations that that require sensitivity and tact.

Required Qualifications

  • Bachelor's degree or equivalent combination of education and work experience.
  • 2-3 years of professional administrative experience.

Preferred Qualifications

  • Bachelor's degree.
  • Experience working in a non-profit, sales or similar complex setting.

Work Schedule

Monday - Friday, 8:00 a.m. - 4:30 p.m. with some nights and weekends as necessary.

Application Deadline

For best consideration, please submit your application materials by Tuesday, September 26, 2017.

Applicants must apply online through to be considered.