Job description

The Administrative Assistant supports a dynamic, 14-person marketing and communications team charged with engaging alumni and donors in the life of the University of Arizona through projects including Arizona Alumni magazine, the Annual and Endowment Report, Homecoming and 80-120 client projects submitted each month. The Administrative Assistant reports to the Associate Vice President, Marketing & Communications, and works closely with the Marketing Associate to keep business and office functions running smoothly, while contributing to successful project management through scheduling meetings for the team, coordinating print bids, processing invoices, and more.

Essential Functions/Major Responsibilities:

• Coordinate appointments and meetings for MarCom team members, including internal team meetings and client meetingsMaintain team calendars, including vacation/out of office and project timelines

Ensure MarCom projects are up-to-date on divisional Constituent Relations, Marketing/Communications and Giving Programs (CRMCGP) calendarSchedule rooms/locations for meetings, filming and photography as needed

• Support MarCom team financial operationsProcess new vendors, credit card transactions, and invoices in FE NXT

Seek print bids and secure approvals as neededCoordinate travel arrangements, including travel authorization form completion, for MarCom teamMonitor funds in the U.S. Postal Service mail permit imprint account and the business reply account and process requests to replenish as needed

• Coordinate printing projects across MarCom teamMaintain print orders and requests in team’s project management software

Respond to clients as print orders (projects, business cards, stationary) come inEnsure accuracy of budget numbers, quantities and deadlinesMaintain record and inventory of stationary types

• Perform office maintenance and business tasksOrder office and kitchen supplies as needed

Maintain printer paper stock and submit service requests as neededServe as point of contact for MarCom facilities requestsMaintain magazine and print publication inventory in multiple buildingsPick up and distribute team mailCoordinate postal mailings such as sending extra copies of the magazine to featured alumni and donors

• Support annual projects and perform other duties as assigned

Specific Job Skills, Knowledge and Abilities:

• Excellent oral and written communication skills and ability to work effectively with individuals at all levels; excellent interpersonal skills.
• Ability to manage advanced administrative support functions and be proactive in pre-empting and taking corrective actions to resolve potential problems.
• Awareness of current events and situations that affect position, as well as key campus leaders and high-profile individuals who have contact with the Foundation.
• Ability to organize and prioritize multiple tasks and to prioritize time to meet deadlines.
• Ability to be diplomatic in handling community and campus inquiries; capable of handling highly sensitive and confidential information and maintain confidentiality at all times.
• Ability to work in a team-based environment and learn new skills as the work environment and customer needs change.
• Strong work ethic and self-motivated.
• Ability to solve problems and use professional judgment and discretion.
• Proven ability to focus on accuracy and provide attention to detail.
• Exceptional customer service skills, including phone etiquette, with the ability to diffuse tension and maintain positive demeanor in all situations.
• Proficiency with MS Office, including Outlook and Teams, and Internet applications such as project management tools.

Job Scope:

This position generally operates within established procedures but may recommend changes in policies and procedures to supervisor. Decision-making is varied and duties are generally performed with minimal supervision.

Interpersonal contacts:

This position has frequent e-mail, telephone and face-to-face contact with University administrators, communications professionals, UADP and Foundation staff and print vendors.

Minimum Qualifications:

• High School Diploma or equivalent; AND
• Four (4) years related non-profit or higher educational administrative experience; OR
• Any equivalent combination of experience, training and/or education approved by Human Resources.

Preferred Qualifications:

• Two years of experience in customer service in development, marketing, or higher education setting.
• Knowledge and experience of fundraising and development functions.
• Knowledge of and experience with donor database systems, such Blackbaud CRM, or other constituent management systems.

PLEASE APPLY HERE: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=a4683749-c291-456b-89eb-8f5fe9d57579&ccId=19000101_000001&jobId=460422&lang=en_US&source=EN

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

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