Job Title: Administrative Assistant
Classification: C5
Department: Institutional Advancement
Updated: July 2026

Job Summary

Performs duties for the Associate Vice President and acts as a general assistant to the University Development Division, performing office functions which substantially contribute to the division’s objectives.

Essential Functions

• Assist Associate Vice President in carrying out the office operation responsibilities while performing administrative work of a confidential nature for division leadership.
• Act as office resource for university budget/bill paying and responsible for accurate reconciliation, payment and tracking of all department invoices/bills and budget items.
• Maintain budgetary records including performing bookkeeping related duties such as drafting, producing, reconciling, circulating, monitoring, and tracking expenditures, preparing budget statements, and making recommendations as to projected budgets.
• Coordinate employment searches, facilitate employee onboarding, prepare and track appointment letters.
• Responsible for specific projects/programs whether self-initiated or initiated by the Associate VP or other division leadership which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations, and other duties associated with the successful completion of a project/programs.
• Develop, prepare, and/or compose correspondence, reports, and other materials requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal/external communication that require tabulation, compilation, manipulation of data and narrative explanation.
• Provide oversight for all aspects of the division purchasing cards and serve as a resource for purchasing card questions.
• Coordinate with other departments, vendors, and staff, as needed to keep the office running smoothly and ensure general office maintenance.
• Maintain and recommend updates for office policies and procedures.
• Act with a high degree of independence as a liaison with inside and outside contacts.
• Schedule and facilitate routine meetings for Professional Support Staff to ensure department objectives and university standards are met.
• Other related duties as assigned.

Required Qualifications

(This section is locked for editing because the required qualifications are standardized. If you have any questions, please contact Human Resources.)

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

(Although these are not required, the qualifications listed here would be skill and/or abilities that you would like the applicant to possess. For example: some college work, higher education experience, or supervisory experience.)

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Back to C5 Position Descriptions