Job description

POSITION SUMMARY: Provides support to the Vice President for Advancement and logistical assistance to Advancement Services by coordinating financial records, meetings, conferences, and special projects. Compilation and maintenance of highly confidential and sensitive information in support of the College’s and Advancement Office’s goals and initiatives, while consistently providing excellent customer service to a diverse group of external and internal contacts from all levels of an organization. The executive assistant also ensures that the Advancement department operates at optimal efficiency and effectiveness regarding all administrative and management functions thereby allowing the department to meet the College’s philanthropic goals.

ESSENTIAL FUNCTIONS:

● This position will also take sole responsibility or assist the VP with special projects and events including communicating goal expectations and the metrics on behalf of the VP, gathering ideas, and developing those ideas into draft communications.

● In addition, this position will prepare all board reports, strategic documents, and communications to prepare the VP in meeting with the President, BOT, internal and external constituencies.

● Provides customer service leadership as the initial contact in the Advancement Office including daily interface with alumni, donors, faculty, staff, facilities, students,and other VIP visitors.

● Responsible for the procurement of supplies/equipment or services through the purchase order system. Must independently identify and resolve any issues that may arise immediately to avoid delays.

● Is the primary point person for entering donor gifts and providing receipts and stewardship to supporters of Eureka College

● Serves as the conveyor for all the student workers and graduate students in the office.

● Assist in preparation and management of the annual budget and reports. Responsible for office purchases as well as A/P charges and receivables.

● Fields and directs issues to appropriate individuals

● Maintain schedule, to include scheduling appointments and events, and organize travel arrangements for the Vice President of Advancement.

● Prepare correspondence, memos, agendas, lists, purchase requisitions, check requests, expense reports, and other documents; maintain files.

● Provide general office support to the Advancement team.

● Coordinates reservations of College facilities for Advancement activities, and enters logistics, room set ups, etc.

● Assist the department with special research projects or analysis.

● Assist in the planning and execution of Development and Alumni events.

● Assist in the fulfillment of direct mail solicitations; including material design, layout and collation.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

● Work in collaboration with other personnel in implementing special projects and events for the College.

● Serve on campus wide committees

● Other duties as assigned

SUPERVISORY REQUIREMENTS:

Student workers

EDUCATION:

Essential: High school diploma.

Desirable: College credit

EXPERIENCE:

Essential: One or two years of administrative support experience.

Desirable:

LICENSES/CERTIFICATIONS:

Valid driver’s license

KNOWLEDGE, SKILLS, ABILITIES:

● Knowledge of Microsoft Office Suite applications and electronic mail.

● Ability to communicate effectively both orally and in writing.

● Ability to multi-task, prioritize, and manage time.

● Ability to work independently as well as collaboratively in a team environment.

● Skilled in building strong interpersonal relationships.

● Skilled in written expression.

EQUAL EMPLOYMENT OPPORTUNITY

Eureka College is an equal opportunity employer committed to achieving diversity and cultural awareness within its administration, faculty, staff, and students. The College is intentional in its inclusivity of all persons regardless of race, color, religion, national origin, gender (including gender identity or expression), sexual orientation, marital status, veteran status, disability or ancestry.

WORKING CONDITIONS:

The office is located on the second floor of a building with no elevator. The employee must transfer between buildings and place the employee in outdoor weather conditions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually quiet to moderate.

WORK SCHEDULE:

Normal workday is Monday through Friday 8:00 AM to 5:00 PM including one hour allocated for lunch with a maximum of 35 hours per week. Flexibility in hours needed to include possible hours in the evenings or on weekends for special Advancement events.

Job Type: Full-time

Pay: $16.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Eureka, IL 61530: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Required)
• Customer Service: 1 year (Required)

Work Location: In person

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