Essential Functions: Job PurposeProvide confidential and administrative support to the Vice President of Development and Alumni Affairs (VP), Associate Vice President of Principal Giving (AVP), and Director, Administrative Services (Director). Oversee and participate in assigned programs, projects and initiatives to assist with achieving division goals and objectives. Serve as liaison with internal and external contacts and represent the division as directed. This position reports to the Director, Administrative Services.Essential FunctionsManage and maintain calendars for the Vice President, AVP and Director. Coordinate with the Office of the President, Provost, cabinet members, deans and other campus executives to schedule meetings, events and activities. Independently prioritize and respond to calendar-related requests for VP and AVP.Coordinate schedules of VP direct reports for biweekly leadership team meetings. Plan and facilitate the leadership meetings including agenda preparation, meeting logistics, preparation of meeting materials and minutes, and follow-up, as needed. Provide guidance and assistance to reporting members of division leadership, department directors, managers and staff on behalf of the Development executives. Schedule meetings with high-level donors, alumni and volunteers. Provide high-caliber, professional customer service to donors, alumni, faculty, staff and other members of the community. Build and maintain relationships and effective communications with individuals conducting business with and for the university.Coordinate and manage travel arrangements for the Vice President and AVP. Act as delegate in TravelWayne for division executives.Review incoming mail and signature requests for division executives and distribute appropriately, maintaining confidentiality.Prepare and track financial documents including SPAs, IRBs and travel reimbursements for timely processing and ensure compliance with university policies and procedures.Prepare and process general correspondence and reports. Provide technical writing where necessary; proofread and edit outgoing documents.Function as a key member of the division administrative support network. Work collaboratively with team members.Plan and facilitate the quarterly divisional meetings including scheduling, agenda preparation, meeting logistics and preparation of meeting materials. Take minutes and handle follow-up matters as required.Assist in the establishment of training, orientation and onboarding programs for new employees.Perform other related duties as assigned.
Qualifications: Education Bachelor's degreeGraduation from an accredited college or university with a degree in business administration, marketing, public relations or equivalent combination of education and experience.Reasonable knowledge and understanding of university policies and procedures or demonstrated similar experience in a complex organization.Experience Specialist (minimum 5 years of job-related experience)Minimum 5 years of job-related experience, including administrative support at the executive level and experience in program coordination or office management roles. Prior experience in a higher education, non-profit setting preferred.Proficiency with Microsoft Office Suite and a willingness to learn new programs appropriate to the position. Demonstrated ability to manage multiple projects and create processes/procedures, and improve efficiencies in a fast-paced office environment.Understanding of, and/or interest in, Development and Alumni Affairs' best practices and general operations.Positive and collaborative professional philosophy, recognizing that this position is integral to the achievement of the goals and objectives of the Division of Development and Alumni Affairs. Experience with "Advance" or other sophisticated fundraising software preferred.Knowledge, Skills and AbilitiesCOMMUNICATIONS SKILLS: Ability to communicate clearly, concisely and professionally both orally and in writing. Strong interpersonal skills are a must. Ability to work successfully with persons from diverse backgrounds.PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational and time-management skills required. ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively in professionally prepared documents or presentations. Must possess a demonstrated attention to detail in order to achieve a high degree of accuracy.TECHNICAL SKILLS: Proficient in the use of complex administrative systems software, preferrably in the higher education environment. Proficient with Microsoft Office suite, especially Word, Excel and Powerpoint. LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Experience researching topics to gain knowledge and understanding when information gaps exist.TEAMWORK: Ability to collaborate effectively with colleagues within the division and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.Must adhere to confidentiality and data usage policy for the division.
Internal Number: 76_207204
About Wayne State University
Founded in 1868, Wayne State University is a nationally recognized metropolitan research institution offering more than 400 academic programs through 13 schools and colleges to nearly 32,000 students. Wayne State?s main campus in Midtown Detroit comprises 100 buildings over nearly 200 acres; its five extension centers offer higher education to people throughout Southeast Michigan. Wayne State is dedicated to preparing students to excel by combining the academic excellence of a major research university with the practical experience of an institution that by its history, location and diversity represents a microcosm of the world we live in. Reflecting its location and the excellent international reputation of its graduate schools, particularly in the sciences, Wayne State boasts the most diverse student body among Michigan?s public universities. Its students represent 49 U.S. states and more than 60 countries.