Administrative Secretary, College Advancement
Administrative Secretary, College Advancement
Salary:
Job Type: Full-Time
Job Number: FY2300128
Location: Main Campus - Baytown, TX
Division: College Advancement
Position Overview
Starting salary range is $37,211 - $41,867. The initial salary offer is commensurate with education and related work experience.
Provide administrative support to the Vice President of College Advancement/Executive Director of the Lee College Foundation and the Resource Development Department.
Essential Duties & Responsibilities
- Perform clerical duties for the Vice President of College Advancement and Resource Development: maintain files, receive and route incoming phone calls, greet and assist visitors, disseminate information about Lee College, distribute mail, make copies, fax, and scan, etc.
- Manage VP's calendar/appointments and maintain departmental calendar.
- Arrange staff and business meetings, create meeting agendas, take minutes during meetings, and distribute minutes to participants.
- Work closely with the Executive Director/VP to ensure successful meetings (Lee College Foundation Board, Alumni, Grants, and others as needed): scheduling, reminders, creation of agendas, copies of relevant information, creating of meeting minutes, setup, and cleanup.
- Schedule travel arrangements for VP and other departmental staff members as needed.
- Plan, coordinate and oversee organizational details for special events such as conferences, meetings hosted for external constituents, external committees, etc.
- Produce internal and external correspondence; distribute departmental information and reminders.
- Prepare budget and detail transaction reports; monitor departmental budgets and expenditures.
- Enter departmental purchase requisitions and others as needed and track annual purchase orders. Order supplies and equipment for the department.
- Approve purchase requisitions for VP of College Advancement.
- Process account statements and credit card charges for the department in the credit card tracking system.
- Track expenses that need to be reimbursed from the Lee College Foundation to Lee College.
- Assist in the creation of policy manuals and keeping them up to date.
- Track staff absences and timecards; assist with time clock issues.
- Research and compile data for various internal and external reports and surveys.
- Assist the Resource Development Office with event planning from meetings to special events, including guests lists, reservations, special items, printed materials, donor acknowledgements, etc.
Additional Duties & Responsibilities
- Order, inventory, and maintain office supplies.
- Assist other departments as needed.
- Assist with events related to College Advancement and its programs i.e. college and external events where Lee College and the Lee College Foundation are promoted.
- Perform other duties as assigned.
Minimum Education, Experience, Knowledge, Skills & Abilities
- Associate degree or successful completion of sixty (60) college credit hours
- Three (3) years of related work experience
- Proficient computer skills, including Microsoft Word, Excel, PowerPoint, email, and internet
- Excellent verbal and written communication skills
- Ability to multi-task
- Organized with the ability to keep detailed files and records
- Ability to maintain effective working relations with college personnel and outside entities
- Must be available to work evenings and weekends as needed
To apply, please visit
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