Administrative Assistant to the Vice President for Advancement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen’s non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.
Salary Step (minimum monthly amount)
Salary Step (maximum monthly amount)
This is a full-time, overtime-eligible position in Advancement on the Olympia Campus of The Evergreen State College. This position is an “at-will” appointment, exempt from Washington State Civil Service rules.
The Administrative Assistant serves as confidential support staff to the Vice President for Advancement and is the primary staff support to The Evergreen State College Foundation’s governing body, the Board of Governors. The position provides confidential administrative and office support to the Vice President and support to the activities of Advancement in general. The Administrative Assistant supports the Vice President in advancing relationships with donors, Governors of the Foundation and other constituents. This position reports directly to the Vice President for Advancement.
Nature and Scope
Support for the Vice President’s Work with Donors and Friends of the College
• Liaise with donors and friends of the College on behalf of the Vice President.
• Draft, prepare and send communications to external audiences on behalf of the Vice President.
• Schedule face-to-face meetings with donors and prospects for the Vice President.
• Coordinate travel arrangements for regional and out of state visits with donors and prospects.
• Perform data entry relating to donor relationships, contacts with donors, updated contact information, etc.
• Prepare materials for the Vice President to assist in the identification, cultivation, solicitation and stewardship of major and principal gift prospects and donors.
Support for the Foundation Board of Governors
• Serve as a liaison with and facilitator for effective communications between the Board of Governors and the Vice President/Executive Director.
• Prepare, organize and distribute all board materials including agendas and minutes for board and committee meetings.
• Function as host to board members, arrange for meetings and/or social gatherings in conjunction with board meetings including the coordination of space, catering, meeting technology and supplies.
• Draft, prepare and send regular communications to Governors.
• Maintain Foundation files, both electronic and hard copy.
• Coordinate Governor attendance at events and meetings including soliciting and tracking RSVPs.
• Maintain records of Governor engagement activities and follow-up with Governors as needed regarding activities to be completed.
• Maintain Foundation professional association memberships and coordinate Governor participation in professional association activities and meetings.
• Maintain the current board roster and update documentation of the board’s history summarizing Governors’ terms, committee assignments and skills.
• Receive, monitor and file applications from prospective Governors; coordinate prospective Governor participation in background check process.
• Function as an administrator within board software; use the software to manage meetings, build agendas, manage documents and monitor board performance.
• Train staff and Governors in the use of board software.
• Serve as the confidential administrative assistant to the Vice President.
• Facilitate communication between the Vice President and key Advancement and College staff.
• Represent the Vice President within the campus community and provide interpretation of division policies or viewpoints.
• Schedule and maintain the Vice President appointment and travel calendars coordinating and making arrangements as necessary.
• Receive visitors, phone calls and mail, assess relative importance, refer to Vice President or other offices as appropriate; independently handle other matters as appropriate.
• Prepare confidential correspondence; compose, prepare and distribute general correspondence, external communications, budgets, minutes, reports and other documents.
• Work with professional staff to prepare correspondence for the Vice President’s signature; review outgoing correspondence for correct grammar and spelling, drafting letters when appropriate.
• Support personal and bulk correspondence by organizing mailings, including creating mail merges, preparing correspondence across all media, etc.
• Establish and maintain accurate record keeping systems.
• Establish procedures for and interpret and apply administrative policies to the work of the unit.
• Support the effective operation of the office by contributing to the development of office policy and procedures; take responsibility for writing established procedures and maintaining office procedures manual; lead implementation and compliance where appropriate.
• Plan and organize projects with follow-through to completion.
• Support internal and external meetings including booking spaces, creating/disseminating agendas, taking minutes and noting actions.
• Supervise temporary and student staff.
• Other duties as assigned.
Knowledge Skills and Abilities
• Outstanding attention to detail.
• Ability to exercise good judgment and make sound decisions in a complex environment.
• Initiative in problem solving, ability to organize and perform multiple tasks within expected time lines.
• Reliable, timely follow-through and the ability to independently coordinate multiple projects through to completion.
• Skill in setting priorities and time management including the ability and successfully meet competing deadlines.
• Ability to exercise discretion in addressing sensitive and/or confidential matters.
• Ability to read, understand and interpret policies and procedures.
• Proactive and methodical; able to work well in a fast-paced collaborative environment.
• Skill and ability to provide complex administrative support.
• Excellent research skills.
• Excellent proofreading and editing skills.
• Skill and ability to record meeting minutes.
• Ability to compose, prepare and distribute general correspondence, external communications, minutes, reports and other documents.
• Ability to effectively communicate with faculty, staff, students, board members and external constituents.
• Ability to respond to difficult situations with a respectful and professional demeanor, as well as to serve as a leader in the facilitation of positive resolution in such situations.
• Skill and ability in the scheduling of meetings, and in the coordination of meeting arrangements and events.
• Ability to coordinate off campus travel and meeting arrangements and accurately maintain related documents.
• Ability to perform day-to-day office administrative tasks such as maintaining information files in excellent order, processing paperwork, photocopying documents and answering emails and telephones.
• Proficient in the use of office software applications including advanced level scheduling, word processing, spreadsheets, acrobat, power point, constituent database management, web content management systems and email software.
• Ability to maintain composure and work effectively in stressful situations and lead others to adopt similar behavior and work in concert.
• Understanding of and appreciation for the values of the educational community and a commitment to liberal arts education and cultural diversity.
• Ability to work effectively with people of diverse backgrounds and to foster a climate of multicultural understanding and appreciation.
• Ability to work an extended workday or work week to respond to business needs.
• Four years of applicable office administrative support experience.
• Bachelor’s degree or equivalent combination of education and three years of experience providing support to a senior administrator and working with the public.
• Work experience in a higher education or not-for-profit setting.
Conditions of Employment
• Must provide proof of identity and employment eligibility within three days of beginning work.
• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts. For more information about Evergreen’s excellent employee benefits, please view http://www.evergreen.edu/payroll/benefits.htm