Staff Assistant

Job Description

Summary

The position is responsible for providing administrative support within office of Advancement. This is a full-time, (37.5 hours per week), non-exempt position reporting to Associate Vice President for Advancement. 

Essential Duties and Responsibilities 

  • Manage office and provide high quality, timely administrative support for the AVP, Director of Donor Relations, Director of Advancement Communications, and the Office of Annual Giving and Alumni Relations. Greet visitors at the front door of Burwell Hall and answer university phone line Monday, Tuesday, and Wednesday, providing exceptional customer service to every guest.
  • Ensure that McInnes Parlors and the 1st floor kitchen in Burwell Hall are presentable and well-kept at all times.  
  • Make nametags for all events and support the Director of Donor Relations with all event preparation.
  • Support the logistics of board meetings for the Alumni Association Board, Parents’ Council, Planned Giving Advisory Council and the Board of Visitors.
  • Print and route acknowledgement and pledge reminder letters to appropriate individuals. 
  • Assist with mail merge and preparation of key mailings, including appeal letters, advisory board meetings, endowed scholarship and fund reports, and invitations for high-level events.
  • Prepare AVP for all Presidential meetings with necessary materials. 
  • Stock and distribute office supplies for team. 
  • Distribute budgets on a monthly basis to budget managers.
  • Process all purchase orders, credit card statements and budget transfers.
  • Assist with staff related work requests, such as travel and reimbursements.
  • Ensure discretion of highly confidential information.
  • Greet visitors, answer phones, sort mail and autonomously respond to routine inquiries and correspondence.

Qualifications

Experience, Knowledge & Skills Required

  • Proven attention to detail, accuracy and timeliness.
  • Mastery of the Microsoft Office suite (Word, Outlook, PowerPoint, Excel) and some experience with Raiser’s Edge software.
  • At least five (5) years administrative support experience.
  • General to advanced computer skills and ability to quickly learn and utilize new software programs.
  • Excellent interpersonal and customer service skills and experience interacting with multiple constituencies (faculty, staff, students, public).
  • Strong written and verbal communication skills.
  • Excellent organization and follow-up skills.
  • Ability to multitask in a fast-paced environment, appropriately prioritize projects, and meet given deadlines.
  • Ability to work independently and as a member of a team.
  • Ability to safeguard sensitive and confidential information.
  • Budget management experience preferred. 

Physical Requirements (with or without reasonable accommodation)

  • Visual Abilities: Read reports, create presentations and use a computer system.
  • Hearing: Hear well enough to communicate with co-workers, vendors, and students.
  • Dexterity, Grasping, Feeling: Write, type and use the telephone, copier, and computer systems.
  • Mobility: Open files and operate office machines; move between departments and attend meetings across campus.
  • Talking: Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly.
  • Lifting, Pulling, Pushing: Exert up to 50 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Additional Information

Work Conditions

  • Work in office environment, involving contact with faculty, staff, students, parents, service providers and vendors.

  • Work has deadlines, multiple interruptions, and high volume and may be stressful at times.

  • Periodic expectation to work after hours; mostly related to high volume events. 

ABOUT QUEENS

Queens University of Charlotte is a student-centered, comprehensive, private university affiliated with the Presbyterian Church (U.S.A.). With a foundation in the liberal arts and a commitment to excellence in education, the university serves the needs of a diverse co-educational student body of 2,200 with a variety of undergraduate and graduate programs. Queens offers students learning experiences through the College of Arts & Sciences, the McColl School of Business, the James L. Knight School of Communication, the Wayland H. Cato, Jr. School of Education, the Presbyterian School of Nursing and the Andrew Blair College of Health and the Hayworth School of Graduate and Continuing Studies.  In all of its programs, Queens emphasizes active and collaborative learning, meaningful student-teacher relationships, a creative synthesis of the liberal arts with the world of work, and the value and necessity of lifelong learning. Additional information about Queens University of Charlotte may be found at http://www.queens.edu/Documents/HR/About-Queens.pdf

 

Queens University of Charlotte values campus diversity and demonstrates this in campus initiatives; we particularly encourage members of historically under-represented groups to apply. Queens is an equal opportunity employer, completely and firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sexual orientation, sexual identify, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs. Any applicant for employment who needs any reasonable accommodation under the Americans with Disabilities Act should contact the Director of Human Resources 704-337-2297.

 

Benefits

Queens offers medical, vision and dental insurance, domestic partner benefits, defined contribution retirement plan & supplemental retirement plan, vacation and paid holidays, tuition remission, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, health savings account), sick leave and long-term disability leave, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free Levine Center for Wellness & Recreation access.

If this sounds like the right job for you, then use the button below to submit your application.  Be prepared to upload a cover letter, resume or CV, and contact information on three professional references. We look forward to reviewing your submission.