Responsibilities

• Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems.
• Based on knowledge of and experience with program activities, objectives and staff, serves as principal source of information on policies, procedures, programs and office activities. Establishes and maintains professional relationships with internal and external contacts.
• Processes and monitors expenses and ensures adherence to budgetary guidelines. Prepares budget drafts based on existing budgets. May oversee, coordinate and/or complete applications and materials needed for grant submission.
• Composes substantive correspondence and written material. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes, produces and distributes reports or portions of reports. May create simple databases.
• Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
• Oversees, instructs, and coordinates activities of support staff.
• Ensure compliance with University, Federal, and State guidelines, rules, and regulations.
• May perform other duties as assigned.
• Design and production of reports and analyses by assimilating data from primary databases and other sources; ensure the accuracy of all information relayed to staff, volunteers, and donors; identify changes that need to be made in databases to support requirements for reporting and analysis, and work closely with service providers to implement them.
• Assisting in implementing donor-volunteer outreach and communications/marketing support; draft and execute materials for communications with various constituencies; directly communicate with/respond to volunteers, prospects and donors as requested; provide initial response and follow-up to inquiries and issues as needed; review and monitor University developments or announcements and draft/complete correspondence to inform volunteers and prospects; update and maintain websites associated with programs; proofread and edit materials for grammatical and factual accuracy.

Requirements

• Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.
• Demonstrated ability to initiate and complete tasks independently and proactively.
• Strong written communication skills with the proven ability to draft, format, proofread, and edit communications. Strong oral communication skills and proficiency in communicating appropriately with multiple constituencies. Demonstrated organizational and research capabilities, strong attention to detail. Writing samples requested at time of interview.
• Proven team player with skills to prioritize work, manage multiple tasks and meet deadlines from multiple managers in a fast-paced environment without sacrificing quality of work product. Commitment to an inclusive workplace.
• Intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook; the ability to conduct data analysis and work with financial information. Ability and willingness to develop proficiency with sophisticated database software, reporting tools, and other online tools.
• High level of professionalism, judgment and integrity, ability to maintain confidentiality.

Preferred

• Two years’ administrative experience in a university or executive setting.