Administrative Assistant, Office of Family Engagement, University Advancement

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Job Description Summary

The Administrative Assistant reports to the Assistant Director Office of
Family Engagement with the primary role of providing administrative
support to the Office of Family Engagement (OFE). Under
supervision this position supports the day-to-day activities of the office and serves as the first point of contact for the parents and interfaces with internal and
external constituencies. The Administrative Assistant enables the OFE team to
remain focused on relationship management for our parent prospects and members of the Parents Council by maximizing the efficiency and effectiveness of time resources and availability of members of the OFE team.

Job Description

Essential Functions:

• Provides a variety of administrative logistical and project support to the OFE staff supporting the day-to-day activities of the office to include but not limited to: preparing expense reports maintaining office files and supplies drafting personal acknowledgement letters supporting calendar management screening and directing phone calls and assist with all aspects of internal and external meetings and preparation.
• Drives and tracks meeting agendas and minutes to ensure that necessary action steps are taken. Serves as a partner in scheduling follow-up conversations as needed. Anticipates needs of the OFE team and prepares for meetings events programs etc. accordingly.
• Assists with preparation for in person (on and off-campus) and virtual events/meetings including regional Parent/Family events regional Wake Forest Forums Parents Council meetings the Wake Forest Forum the Parents Campaign Reception New Student Receptions Accepted Students Day and others (as assigned) in partnership with the Philanthropic Engagement team. This includes scheduling organizing and running the virtual meetings.
• Manages the gift acknowledgement process for participation level parent donors as well as Parents Council members and other prospects assigned to members of the OFE team.

• Manages the curation of data for and creation of the annual Parents Council Directory - digitally and in print formats. Ensures accurate and up to date contact information is on file in DAD for all Parents Council members and their students.
• Assists the Assistant Director OFE with the onboarding/offboarding of Parents Council members by documenting all information in DAD in a timely manner internal and external communications consolidating information from University Advancement colleagues partnering with Presidential Advancement to coordinate letters of welcome/gratitude for service etc.
• Responsible for the details of Parents Council meetings including - but not limited to - creation of all the meeting materials for speakers administration VIP guests and Council members; event creation and management in DAD (RSVPs scheduling etc.) providing on-site support at the meetings assisting with name tags and other arrangements.
• Partners with Philanthropic Engagement team to arrange plan and manage hotel blocks for key University events throughout the year; including tracking hotel blocks maintaining a priority access list of OFEs VIPs and serving as the main point of contact for OFEs VIPs.
• Develops collegial relationships with Parents Council members and their students. Assist with special requests as needed.
• Manages the Parents Council password protected website.
• Prepares and processes all expenses and invoices for the Office of Family Engagement.

Required Education Knowledge Skills Abilities:

• High school degree or equivalent required 0 to 1 years of related experience in an appropriate discipline or an equivalent combination of education and experience.
• General knowledge of office management techniques and responsibilities. Ability to type accurately and use standard office equipment.
• Understanding of the value of high-level personalized concierge services in an advancement environment
• Ability to use considerable discretion and diplomacy regarding sensitive and confidential information with both internal and external stakeholders.
• Excellent time and project management skills: planning organizing monitoring and collaborating in a fast-paced organization.
• Strong interpersonal skills and proficiency to communicate across teams; must be a confident and kind communicator who uses discernment and discretion.
• Ability to determine specific steps to achieve an envisioned outcome.
• Serves as a diplomatic and authentic problem-solver acting with sound judgement balance and perspective.
• Fosters teamwork and cooperation and builds trust across diverse stakeholders both internal and external in a complex environment.
• Ability to multitask with simultaneous deadlines for projects events and programs while demonstrating urgency prioritization and ownership to drive issues to completion.
• Driven to learn and use customer relationship management systems (Blackbaud CRM preferred) document imaging systems ClickUp project management system and event registration systems and continually refines skills as needed.
• Proficiency in multiple technical applications including Microsoft Office Suite (Word Excel Powerpoint PowerBI Zoom and more).
• Contemporary knowledge of Google Suite (Drive Docs Sheets Slides) with understanding of the process of transitioning from network-based storage to Google Workspace ensuring documents are organized accessible and shared effectively.
• At times responsibilities outside of normal working hours will occur (mornings evenings extended days and weekends).
• Respect for the dignity and abilities of all people.
• Approaches work with an attitude of servant leadership.

Preferred Education Knowledge Skills Abilities:

• Associates degree preferred.
• Familiarity with a Development/Advancement environment.
• Experience working with prospect/constituent management in a development database.

Accountabilities:

• Responsible for own work.
• May supervise student workers.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists hands and/or fingers; and assessing the accuracy neatness and thoroughness of the work assigned. No adverse environmental conditions expected.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race color religion national origin sex age sexual orientation gender identity and expression genetic information disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process please contact or .