Employment Detail


Position Announcement:
 
Administrative Secretary II
Open Date: 10/25/2009 Close Date: 11/6/2009 at 4:00 PM
Job Title Administrative Secretary II
Department Stewardship-University Relations
Job Category Non-Exempt
Classification 37.5 hours per week, 12 months per year
Hiring Salary $29,426 per year
Job Purpose
Position supports the Stewardship office by providing administrative, secretarial, and budget support.
Essential Functions
  • Perform a wide range of advanced administrative and specialized duties for four professional staff in Stewardship. Duties require independent judgment, initiative, confidentiality, and include:
  • Finalizing correspondence, making occasional travel arrangements, ordering supplies, scheduling and coordinating meetings, providing office coverage, providing special event support, etc.
  • Maintaining and monitoring the Stewardship budget with respect to day-to-day operations including budget transfers, expense reports, fund advances, purchase orders, and VISA statements. Preparing reports and reconciling budget using BANNER database. Reviewing budget monthly with Director. Maintaining and updating event cost analysis information on a monthly/quarterly basis.
  • Composing and/or proofing correspondence (gift acknowledgment letters, progress reports, etc.).
  • Assisting Director in developing and streamlining systems to support daily operations for the department. Including maintaining a variety of mechanisms (i.e. Excel spreadsheets) to track various activities including customized stewardship plans, named opportunities on campus, event RSVP’s and providing regular reports compiling data from these tools.
  • Using BANNER database to input information, reconcile budgets, answer donor questions, etc. Working together with Annual Giving Administrative Secretary to provide back up (i.e. answering phones and addressing visitor inquiries) as needed for office coverage. Working hours would be 8:30 a.m. – 5:00 p.m.
Other Functions
  • Attend University Relations events as needed in support of the Development Department’s overall mission. Assist other department administrative support personnel as needed. Coordinate with Assistant to the Vice President and Assistant to the Associate Vice President with office and telephone coverage, and provide administrative support when required.
Supervision Given/Received
This position reports to the Director of Stewardship.
Physical Demands
The functions are usually performed sitting but may involve some amount of time standing, stooping, kneeling, bending, lifting, walking, carrying, and reaching while filing and performing other office and event duties. Extensive wrist and hand movements related to computer keyboard and calculator work. Ability to be mobile campus wide for appropriate business needs.
Required Qualifications
  • High school diploma or equivalent.
  • 3 years of secretarial/administrative support experience, including one year of office management experience.
  • Must be highly motivated and able to work in a fast-paced environment with minimal supervision.
  • Requires strong writing, proofreading, spelling, and grammar skills.
  • Must be able to compose effective, professional correspondence.
  • Must be proficient with word-processing and spreadsheet applications, preferably Word and Excel.
  • Ability to maintain a high degree of accuracy and confidentiality.
  • Commitment to Gonzaga University’s mission, development goals and University Relations core values.
Desired Qualifications
  • Bachelor’s degree or college level courses.
  • Work experience in higher education.
  • Work experience in fund raising.
  • Knowledge of database management, preferably BANNER.