Senior Administrative Assistant to the VP for Advancement

Job description

Position Title:

Senior Administrative Assistant to the VP for Advancement

Position Approval Date:


Is this position budgeted?:


Is this position an essential position?:


About Susquehanna:

As a living, learning and working community, Susquehanna University affirms its commitment to being an engaged, culturally inclusive campus. As we seek to embody the rich diversity of the human community, we commit ourselves to the full participation of persons who represent the breadth of human difference. The university encourages candidates from historically underrepresented groups to apply. Susquehanna University is an Equal Opportunity Employer.

Susquehanna University is a national liberal arts college committed to excellence in educating students for productive, creative and reflective lives of achievement, leadership and service in a diverse, dynamic and interdependent world. Its more than 2,300 undergraduates come from 35 states and 22 countries, and all students study away through Susquehanna’s unique Global Opportunities program. Susquehanna University’s 325 acre campus, noted for its beauty, is located in Selinsgrove, Pennsylvania, 50 miles north of Harrisburg in the scenic Susquehanna River Valley, about a three hour drive from Philadelphia, Washington, D.C., and New York City. For more information, please visit

Position Summary:

Job Summary
Provide administrative support and assistance to the Vice President for Advancement (80%) and the Director of Foundation/Gov’t Relations (20%)

Specific Responsibilities
•Support, and serve as a member of, the Advancement leadership team, which provides high-level guidance of and communication about the work of departments within the Advancement division.
•Manage Advancement budgets; monthly reconciliation of transactions; oversee Advancement divisional budgets, including preparing monthly summary reports for VP and Advancement Directors; annual budget analysis. Manage VISA statement & receipt reconciliation for VP, Director of Foundation/Gov’t Relations; manage transactions on PNC website for VISA statements; prepare monthly expense logs.
•Assist VP with prospect management; update prospect records in database. Input VP and Presidents contact reports.
•Plan and arrange calendar for the Vice President. Screen all appointment requests. Determine priority in scheduling and use judgment in handling sensitive requests. Provide the Vice President with background information and agendas for all meetings.
•Coordinate travel for the Vice President, which includes scheduling transportation, hotel accommodations, event registration and other required arrangements. Collect background materials for appointments.
•Work with the President’s office to coordinate activities that include the President and the Vice President.
•Work collaboratively on projects with staff in the offices that make up the Advancement Division: including the Major/Leadership Gifts, Research, Stewardship and Donor Relations, Alumni, Parent, Donor Engagement and Gift Planning offices; and Advancement Services.
•Contribute to the creation and updating of divisional policy manuals and documents.
•As requested, assist in managing and organizing support for a variety of special projects, ranging from fundraising campaigns to events to committees led by the Vice President. Includes scheduling of meetings, preparation and distribution of materials, taking minutes, and maintaining files.
•General office duties such as answering and directing telephone calls, reviewing all written correspondences directed to the VP, preparing correspondences for the VP’s signature, maintaining current and confidential files, scheduling divisional meeting and retreats.

Required Qualifications:

High school diploma or equivalent required.

A minimum of five years executive assistance experience is required.

Knowledge, Skills, Abilities
Excellent organizational, written and verbal communications skills; ability to handle a variety of assignments at one time; strong attention to detail. Proficient skills in Microsoft Office products essential.

Position requires all tasks to be performed with complete confidentiality, honesty, and reliability. Requires communicating and working professionally and effectively with all University constituencies, with significant attention to members of the university’s board of trustees, major donors, and all members of the Advancement staff. Also requires frequent and collaborative contact with the President, President’s support staff, and the university’s senior leadership team.

Physical Demand
Normal office environment

Prefereed Qualifications:

Experience working with a diverse population strongly preferred.

Benefits Eligible:


Number of Months:

12 months


Full-Time Benefits Eligible

Posting Date:


Closing Date:


Open Until Filled:


Posting Number:





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Job No:
Posted: 4/24/2021
Application Due: 7/23/2021
Work Type: Full Time