Posting Details

Position Information

TitleExecutive Assistant to the Vice PresidentHiring RangeGrade 7 ($39,169-$50,136 + Annually) Depending on QualificationsDepartmentVP - AdvancementPosting NumberS00448Exempt or Non ExemptExemptReports toVice President for AdvancementFull or Part TimeFull TimeNumber of Months12 MonthsWork Schedule

Weekdays, 8am to 5pm

Position End Date (if temporary) Position Summary Information

Basic Function

Reporting to the Vice President for Advancement, the Executive Assistant to the Vice President for Advancement and Office Manager exhibits a high energy, collaborative and productive working style while performing a broad range of confidential and complex administrative functions for the Vice President for Advancement and the Advancement division.

This individual is responsible for directing the work of special projects as assigned by the Vice President. Within the College’s Strategic Priorities, the projects undertaken by the Executive Assistant focus on initiatives that elevate the efficacy of the Advancement division and advance the College. This work includes: facilitation of staff hiring, onboarding and training, preparation for and recording minutes of meetings of committees of the Board of Trustees, initiation of new programs, collaboration with the Associate Vice Presidents within Advancement, and provision of professional-level assistance to the Vice President for Advancement.

In addition, the Executive Assistant is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, overseeing budget and purchasing processes, office staff schedule and task coordination. This position requires a strong commitment to Guilford College, unquestioned integrity, a keen sense of confidentiality, exemplary written and oral communication skills, a professional manner and appearance, demonstrated skills in effectively managing challenging situations, attention to details, diplomacy, exceptional knowledge of the College’s policies and procedures, and excellent judgment.

Duties and Responsibilities

Provide general administrative support for the Vice President for Advancement and Advancement division staff, including:
Work collaboratively with the Vice President for Advancement and the Advancement senior management team to implement the Advancement Plan and provide periodic reports on the investments made in its success.
Facilitate the creation and posting of job descriptions as well as shepherd the process of interviews and hiring of new personnel in the Advancement division.
Implement the on-boarding process for new employees in the Advancement division.
Record minutes and assist with preparation of the Guilford College Board of Trustees Trusteeship and Governance Committee.
Serve as a liaison between Advancement and Office of the President, as well as with other campus offices, in communicating, addressing, and resolving assigned matters involving alumni, benefactors, and other constituents as designated by the Vice President for Advancement.
Develop, in consultation with the Vice President, the calendar, schedule, logistics, agendas,supporting information, reports, and briefing papers for regular meetings, standing committees, ad hoc committees, retreats, and other meetings of the Advancement Division.
Assist with coordination of the Vice President’s calendar and scheduling of appointments as well as preparing and disseminating communications for the Vice President. Exercise discretion and judgment in setting priorities and determining the effective use of the Vice President’s time. Use judgment to resolve urgent requests and conflicts.
Ensure efficient flow of documents for the Vice President’s review and signature, especially between the Advancement senior management team, Office of the President, Offices of other College Senior Team members, College Trustees and Officers, Alumni Association, etc.
Identify and recommend improvements for administrative procedures and/or makes evaluative judgments in implementing changes as appropriate to administrative procedures
Manage the timely delivery for all Advancement driven meeting materials (both for internal and external meetings)
Assist in scheduling and communication with donors for campus visits.
Complete all agendas, reimbursements, and payment processing for Vice President’s expenses, travel, etc. in a timely and detailed manner.
Coordinate the timely completion of staff p-card reconciliations and reimbursements.
Manage and maintain the Advancement Division Google calendar, and all other subsequent Advancement calendars (such as room reservations, etc.)
Submit work orders on behalf of building and office needs, and coordinate with Facilities’ staff and Public Safety staff.
Submit Web Help Desk tickets on behalf of Advancement staff needs, and coordinate with appropriate IT&S staff.
Manage the ordering of supplies, including stationery and business cards, donor gifts and giveaways, and office equipment as needed.
Support gift and floral arrangement composition and delivery as needed by VP for Advancement and other Advancement staff and ensure proper recording of gifts to benefactors in relevant constituent databases.
Maintain and update training documents for gift entry and facilitate the training of appropriate staff members in gift entry and acknowledgements.
Coordinate with the College’s stock broker and finance office to ensure accurate and timely recording of stock gifts.
Generate and send out gift acknowledgement letters from the Vice President in a timely and detailed manner.
Assist the Vice President with creation of gift agreements and obtain necessary signatures. Ensure donor records are updated and relevant pledges are recorded accurately.
Establish and maintain an effective customer service orientation towards all persons contacted during the course of job performance.
Hire student workers to assist various members of the Advancement staff. Coordinate student worker schedules and serve as the supervisor for student worker timesheets.
Develop and update emergency procedures specific to Advancement as needed, as well as organize trainings and drills for such procedures.
Maintain safe work conditions and comply with established safety policies, practices, procedures, and requirements.
Perform other duties as assigned.

Minimum Qualifications

Bachelor’s degree in a related field from a regionally accredited institution.
Three to five years’ experience in an administrative or project management position or related field or a combination of education and experience from which comparable skills are acquired.

Preferred Qualifications

Experience with Blackbaud Raiser’s Edge and Ellucian Banner
Experience with Communication/Engagement Management System such as iModules
Basic research techniques.
Basic operation and troubleshooting techniques for various office machinery such as copiers, computers and printers.
Ability to keep matters highly confidential and demonstrate honesty, loyalty, and respect at all times.
Knowledge of advancement principles.
Demonstrated ability to effectively plan, organize, coordinate and direct multiple projects and activities with varied deadlines.
Ability to be a strategic and innovative thinker and effectively move projects/assignments to a productive outcome. Ability and interest in reporting on outcomes of work.
A self-starter with strong organizational abilities, integrity and confidence. Ability to track and coordinate highly detailed projects in a well-organized and efficient manner.
Superior oral and written communication, and interpersonal skills.
A team player with the ability to work in a cooperative/dynamic campus environment (e.g. with administrators, staff, faculty, and students) and with the external community (e.g. with business leaders, benefactors and volunteers) environment.
Ability to lead and motivate others without supervisory authority.

Physical Requirements Posting Detail Information

Open Date06/19/2019Close DateOpen Until FilledYesSpecial Instructions to Applicants

Under “other documents” please provide names, titles and contact information for 3 references.

Please contact Rachel Wieselquist, Executive Assistant to the Vice President for Advancement with questions: wieselquistrp@guilford.edu or 336.316.2178

Additional Information

In its active commitment to building a diverse community, Guilford College rejects discrimination on the basis of race, creed, color, religion, age, gender, disability, sexual orientation or national or ethnic origin in admission, employment or access to programs and activities. The college also seeks to avoid discrimination in the administration of educational programs, admission policies, financial aid or any other college program or activity.If accommodation or assistance is needed in completing this application, contact Human Resources at 336-316-2436.

Guilford College is committed to providing a safe and secure environment for students, faculty, staff, visitors and others, and to protecting College assets. Well informed hiring decisions assist in this effort. To accomplish this goal, the College performs background checks on new employees.

About the College: *Founded in 1837 by the Religious Society of Friends
(Quakers), Guilford College is a selective four-year liberal arts college
located on a 335-acre campus in Greensboro, NC. Known for its challenging,
socially engaged programs in the arts, humanities, business, policy, and
sport studies, social sciences, natural science and mathematics, Guilford
is an intentionally diverse, inclusive community where students and faculty
collaborate critically and creatively to address complex issues and
problems with an emphasis on interdisciplinary perspectives.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. Have you ever attended Guilford College as a student?
   • Yes
   • No
2. How did you learn about this job opportunity?
   • InsideHigherEdjobs.com
   • HigherEdJobs.com
   • The Chronicle of Higher Education
   • Indeed
   • DiversityClassifieds
   • Craig's List
   • Monster.com
   • News and Record
   • Guilford College Website
   • Guilford Employee
   • Other Newspaper (please specify below)
   • Other Website (please specify below)
   • Other Professional Publication (please specify below)
   • Other (please specify below)
3. If you answered "Other" above, please specify.

   (Open Ended Question)

4. What is the highest level of education you have completed?
   • High School Diploma/GED.
   • Associate degree or some college/university studies.
   • Undergraduate degree from a four year college/university.
   • Master's degree or related studies.
   • Doctorate or other terminal degree/related studies.
5. Please describe work performed including demonstrated competencies directly related to this position. Competencies are defined as knowledge, skill, and work behaviors that contribute to success in meeting the minimum and preferred qualifications of the position.

   (Open Ended Question)

6. What is your desired annual, monthly or hourly compensation rate for this position?

   (Open Ended Question)

Applicant DocumentsRequired Documents

1. Resume
2. Cover Letter/Letter of Interest

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Letter of Recommendation 3
4. Other Documents