Executive Assistant for Executive Director of Advancement

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  • Job Number:523674
  • Classification:Administrative Specialist 3
  • Grade:Grade 79
  • Work type:Hybrid, On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Anchorage
  • School/Business unit:UAA VC University Advancement
  • Location:Anchorage
  • Categories: Administrative/Personnel, Development/Alumni Affairs, Office/Clerical

Position Summary:

The Executive Assistant will assist the Executive Director for University Advancement (EDA) in the fulfillment of a wide variety of complex and executive duties. This position provides administrative assistance to the EDA and is responsible for the efficient operation of the overall UA office. The scope and complexity of these duties require an individual whose primary knowledge, skills, and abilities include the exercise of personal initiative, independent judgment, and high emotional intelligence. Demonstrated experience with confidential or sensitive information is a must. The position works collaboratively with other divisional leadership teams and must demonstrate a positive attitude and a leadership style that is characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity and kindness. The Executive Assistant must also have the ability to communicate effectively with multiple and diverse constituents, and build effective working relationships.


10%HR Liaison and Employee Onboarding • Support department recruitment activities with UA HR as the advancement lead in creating/updating position descriptions, job postings, advertising, and screening tools. • Under the supervision of the Executive Director and also the department managers conducting the hiring, this position will aid search committees with scheduling meetings/interviews, logistics, and applicable support to facilitate completion of search committee work. • Orient new hires about the office procedures, policies and equipment.Essential
20%Donor Relations/Foundation Liaison • Work closely with the UAA Development Director on campus stewardship processes, timely and effective donor acknowledgment. • Work with Office of Chancellor to create stewardship and donor relations letters; work with colleges and community campuses on acknowledgement processes; once completed, coordinate with UA Foundation for input into the donor management system. • Manage Alaska Airlines Voucher Program and Stewardship - Serve as Alaska Airlines liaison for UAA. • Develop and manage processes with the Executive Director for University Advancement to award donated vouchers that are consistent with donor intent; write and submit annual reports, manage files, and historical record of voucher use. • Attend Development Team meetings • Develop and maintain a repository of best practices for stewardship and donor relations.Essential
20%Office Management and Operations Provide professional and efficient operational support for the Office of University Advancement, including scheduling of meetings and creating agendas, ordering and maintaining office supplies and equipment, performing customer service functions such as answering phones, emails and assisting with in-person inquiries and gift acceptance and performing clerical duties as needed. Responsible monitoring of fiscal activity to include maintaining budget and forecasting expenditures.Essential
50%Primary staff support the Executive Director of University of Advancement • Manage a complex schedule, coordinating travel, maintaining calendars and preparing materials and paperwork in support of the ED’s meetings, duties and responsibilities. Represent ED in meetings, as applicable, providing notes and action items for follow up. • Respond to inquiries made from both internal and external entities. • Coordinates a broad range of functions on behalf of the ED for Advancement. • Coordinate efforts for Advancement and Chancellor event management and community engagement. • Reviews documents requiring the ED for Advancement signature. • Oversees the administrative and operational activities of the Advancement Office ensuring effective use of time and resources. • Manage the office on a day-to-day, communication with staff and university stakeholders. • Implement and maintain office procedures. Keep organized lists of: staff directories, listservs, ORG charts, and IT equipmentEssential
Knowledge, Skills, Abilities: • Ability to understand organizational and contextual issues coupled with project management and systems thinking skills.
• Ability to exercise independent judgment with a knowledge of professional administrative procedures involving in-depth problem solving techniques.
• Ability to act independently within functional and organizational guidelines and to interpret university policy.
• Ability to manage complex schedules.
• Attention to detail; critical thinking and analysis skills; problem recognition and solution skills; and exercise good judgment.
• Ability to maintain confidentiality and handle sensitive information.
• Advanced oral and written communication skills
Typical Experience:
• Three years of office management, executive support or other related professional/office experience.
• Demonstrated experience with confidential and sensitive information.
• Experience in managing change within a large and diverse organization.

Required Education or Training:

A bachelor's degree or equivalent combination of training and education.

Salary Information:

This is a full-time, 12-month, exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 79, based on education and experience.

Special Instructions to Applicants:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

The review process for applications will be begin on February 2, 2023.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

If you have any questions regarding this position, please contact Helen Sale, Shared Services HR Coordinator, at 907-786-6885.


Advertised: Alaskan Standard Time
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