Assistant to the Vice President

Claremont, CA

Job Posting Title:

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Operations Manager, the Assistant to the Vice President provides administrative support for the External Relations and Institutional Advancement (ERIA) division and its Vice President (VPERIA). This position serves as the primary point of contact for internal and external constituencies and serves as a liaison to the senior team and trustees. The Assistant performs a variety of duties including managing the VPERIA calendar, coordinating logistics associated with VPERIA meetings and events, facilitating principal gift fundraising, and managing special projects.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

Administrative Support for Vice President

• Completes a broad variety of administrative tasks for the Vice President for External Relations and Institutional Advancement including but not limited to managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential and nonconfidential correspondences; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
• Manages the Vice President's calendar, and assists in the preparation for various meetings, committees and conferences. Makes travel arrangements, and other travel related appointments.
• Draft, proofread, and edit documents and communications, including staff communications, event briefings, donor proposals, stewardship reports, gift agreements, and trustee reports.
• Schedule and organize cross-functional and division-wide meetings, trainings, retreats, etc.
• Prepares processes and verifies invoices, bills, checks and receipts; maintains and reports expense account activity; and maintains records of cash receipts and disbursements, balancing accounts and reconcile statements. Provides the Vice President with monthly updates and overview of the budget. Assists with budget planning.
• Responds independently to inquiries and interprets department policies and procedures as established by supervisor or the college. In the Vice President's absence, ensures that requests are relayed to the appropriate staff member or department or interprets requests implementing action and handling in a timely manner.
• May interview candidates for employment and make hiring decisions, direct or review work of secretarial or support staff (including student employees) for department projects and may maintain schedules, process payroll and track vacation and sick accruals.
• Uses sound judgment, understands how to prioritize meetings on the Vice President's calendar. Communicates directly and on behalf of the Vice President with various constituencies.
• Works closely and effectively with the Vice President to keep them well informed of upcoming commitments and responsibilities, following up appropriately.Knows when and how to resolve issues in early status to avoid escalation.
• Active support for the College's Principles of Community and Principles of Diversity in the performance of job duties.

Internal and External Relations

• Serve as the primary point of contact between the ERIA division and the Offices of the President and Board of Trustees.
• Communicate with members of the Board of Trustees, donors, and other constituents on behalf of the Vice President.
• Support the principal gifts planning process.
• Assists VPERIA with preparation of reports, presentations, and notes for Scripps Board of Trustees meetings.
• Serves as a liaison to Assistants to Vice Presidents of other divisions to facilitate partnership and collaboration on joint projects.

Principal Gift Management

• Support the fundraising and engagement efforts of the President and Vice President by drafting meeting briefings and other materials for donor visits in partnership with other team members.
• Collaborate with Prospect Strategy team to manage Vice President's donor portfolio and facilitate communication and engagement of principal gift prospects.
• Track donor plans, actions, cultivation, and stewardship efforts for principal gift prospects.
• Develop agendas and track action items for Principal Gift Strategy meetings with the President and other senior leaders.

Reporting

• Work strategically with the Data Analytics Manager to provide support to the Vice President in data reporting.
• Gathers and synthesizes a variety of data for special and periodic reports; prepares routine and non-routine administrative reports that require the research, analysis, and interpretation of data; develops, formats, and revises charts, graphs, and flowcharts in order to present information clearly and succinctly.

Special Projects

• Creates, implements, and manages a variety of special projects for the VPERIA on both divisional and institutional matters.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the VPERIA, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Prepares agenda and support materials for on- and off-campus conferences, committees and meetings. May coordinate the activities of and provide semiprofessional service to college committees.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, students, faculty, board members, and consortia partners.
• Advanced written and verbal communication skills.
• Ability to create and support an environment that is welcoming, accessible, and inclusive.
• Proactively approaches problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective when working independently.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Ability to maintain confidentiality and act ethically with discretion and demonstrate the highest level of service and response.
• Experience working within an academic setting that is mission-driven, collaborative, and community oriented.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Bachelor's degree or any combination of education, training or experience that provides the required knowledge, skills and ability to perform the job.

At least 4 years of administrative support experience. Familiarity with productivity and connectivity tools/technology (i.e., Outlook, Zoom, Goggle drive, Box, etc.).

Experience working in a college or university setting and withevent planning and/or project management is preferred.

LICENSES / CERTIFICATES:

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, benefits-eligible, non-exempt position.

The regular hours are for this position are Monday-Friday 8:00am-5:00pm. Hours, including limited evening hours, may vary due to the needs of the Vice President for External Relations & Institutional Advancement, the College or department.

Hourly rate range: $24.00-$28.00. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

SUPERVISORY RESPONSIBILITY:

None.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.