Administrative Assistant III - Development

Location
Lawrenceville, Gwinnett County
Posted
Apr 25, 2014
Employment Type
Full Time

Founded in 2005, Georgia Gwinnett College (GGC) is the 31st member of the University System of Georgia. GGC is a premier 21st century four-year liberal arts institution accredited by the Southern Association of Colleges & Schools Commission on Colleges. With a current enrollment of almost 10,000 students, enrollment is projected to exceed 13,000 students within three years, including both residential and commuter students. Located in the greater Atlanta metropolitan area, GGC provides a student centered, technology-enriched learning environment. Gwinnett County (pop. 850,000+) is home to a variety of businesses, including organizations involved in health care, education and information technology.


POSITION SUMMARY:


Working under limited supervision, the Administrative Assistant provides office management and coordination reporting to the Associate Vice President for Development. This individual is responsible for performing a variety of administrative duties and managing daily operations of the Office of Development.


NATURE AND SCOPE:

The Office of Development raises funds for Georgia Gwinnett College from a wide variety of constituencies including individuals, foundations, and corporate grants. Office activities include advancement services, annual giving, leadership giving, and planned giving. The Administrative Assistant will work in an exciting, fast-paced, and challenging environment that often involves juggling and coordinating multiple projects with quick turn-around times and competing deadlines.  Work on some evenings and weekends required.


ESSENTIAL FUNCTIONS:

  • Provides administrative support and assistance to the Associate Vice President for Development, including making appointments, scheduling meetings, maintaining calendars and email.
  • Interacts in person and via phone with multiple constituencies, including GGC Foundation trustees, college leadership, vendors, development staff, donors, alumni, and assorted VIPs.
  • Assists public by providing general information by telephone, mail or in person.
  • Handles inquiries and correspondence for the Association Vice President in his/her absence or as otherwise directed.
  • Manages daily operations of the Office of Development including, support of budgeting and accounting processes, including budget preparation, reconciliation and reporting; processing expense reports, prior approvals, and invoices; purchasing of office supplies.
  • Handles all travel arrangements for Associate Vice President and coordinates travel for other staff, volunteers, and constituents as needed.
  • Manages office moves and other ad-hoc projects as necessary.
  • Plans and coordinates staff meetings and celebrations.
  • Prepares correspondence, presentations, meeting minutes, charts and other materials for high-level audiences.
  • Interfaces regularly with other offices such as the Office of Public Affairs, Office of the Vice President for Advancement, Office of the President, and external constituents such as the GGC Foundation Board of Trustees.
  • Coordinates various activities or events involving several different constituencies for the Associate Vice President and other staff members. This includes handling of confidential information.
  • Maintains office files in accordance with best practices in document retention and destruction guidelines.
  • Assists as needed with the planning and execution of events.
  • Responsible for student assistants within the department and approving their timesheets. May be responsible for other area administrative assistants.
  • Performs other related duties as assigned.

SUPERVISORY RESPONSIBILITY:

May supervise other administrative assistants and student workers, providing training, work direction and problem solving assistance.


AUTHORITY/ACCOUNTABILITY:

Works under limited supervision.


PROBLEM SOLVING:

Solves problems associated with managing the Office of Development and providing support for various departments.

SALARY: Commensurate with education and experience.

QUALIFICATIONS:

Education, Experience and Training

High school diploma or (GED) required plus five years progressively responsible full-time related experience required.  An equivalent combination of education and experience may be considered.  Bachelor's degree preferred. Experience in Development or a related field in higher education preferred.

 

Knowledge, Skills, Ability

  • Ability to interact professionally with students, faculty and other staff members to accomplish office goals; excellent interpersonal skills.
  • Excellent oral and written communication skills.
  • Excellent organizational and time management skills.
  • Ability to respond to a wide range of audiences accurately and calmly and make decisions under pressure and without immediate supervision.
  • Ability to quickly assess needs and requirements of constituents, and relay information between parties accurately.
  • Expertise in the use of all Microsoft Office programs and common office equipment. Proficiency in Internet research and typical enterprise software programs preferred.
  • Accuracy and attention to detail.
  • Ability to solve problems and make decisions.
  • Ability to organize workflow and direct multiple tasks.
  • Ability to update skills on a continual basis.

Physical Requirements

Sedentary work. talking, hearing, repetitive motions. Close visual acuity. Not substantially exposed to adverse environmental conditions.


Due to the volume of applications, applicants may not receive a reply from the College unless an applicant is selected for an interview. Review of applications will continue until positions are filled. Hiring is contingent upon eligibility to work in the United States and proof of eligibility will be contemporaneously required upon acceptance of an employment offer. Any resulting employment offers are contingent upon successful completion of a background investigation, as determined by Georgia Gwinnett College in its sole discretion. Georgia Gwinnett College, a unit of the University System of Georgia, is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, color, gender, national origin, age, disability or religion. Georgia is an open records state.



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