JOB ID: 642 The Administrative Assistant reports to the Director of Marketing, Communications and Special Events for University Advancement and performs a variety of complex administrative tasks involving some discretion and requiring moderate amounts of independent judgment related to the oversight of the daily operations of a University administrative unit.
Provides administrative support to the director of Communication, Marketing and Special Events and to a communications, marketing and events staff of seven individuals.
Due to the complexity and variety of tasks, this position requires an individual who can work with very little day to day supervision, and with a high level of independent judgment as it relates to the oversight of the daily operations of the department.
Must have the ability to handle multiple tasks simultaneously and to prioritize a large volume of ongoing tasks and projects.
Responsible for various financial and budgetary tasks, including preparing, reconciling and monitoring budgets and preparing fiscal reports based on the Monthly Financial Report generated by General Accounting. Prepare and deliver quarterly budget forecasts to the Director. With input from director and analysis of prior year expenditures, develops the budget for next fiscal year.
Provides direct customer service and support to alumni, donors and division staff. Uses Banner PROD, Banner Event Management and BannerWeb to document communication, record event RSVPs and update alumni records.
Serves as the single point of contact for RSVPs, taken via phone, email and mail, for major donor and stewardship events.
Maintain accurate and meticulous financial, alumni and event records.
Setup and manage events in Banner events, enter RSVP information according to established guidelines in a timely fashion, communicate Banner event information to necessary UA staff and runs RSVP and other reports for UA staff as requested.
Advise division support staff on event reporting and RSVP updates; work with data team to monitor trends, provide best practices. Track RSVP numbers and contact reports (CRS and EVT) for alumni engagement information
Print invites and envelopes, mail fulfillment of invitations
Responsible for highly sensitive and confidential transactions in CashNet, including the handling and processing of cash, checks and credit card transactions, including deposits and refunds.
Process alumni merchandise orders and payments, track inventory.
Supervises and monitors student employees and oversees staff.
Responsible for contract approval and transactions in Buyway for contracts, POs and vendor information related to events; transactions in CashNet
Provide superior customer service to internal and external partners.
Provide on-site event support as needed.
Requires nine months of coursework or training beyond high school in Business Administration and three years of related experience, or an equivalent combination of education and expertise.
Knowledge of supervisory skills; research skills. Knowledge of units operations, policies and procedures. Must be a self-starter who is able to follow complex directions and take initiative to complete tasks. Ability to prioritize and work on multiple projects simultaneously. Excellent written and oral communications skills. Proven superior customer service. Organized, detail-oriented and able to deal with multiple project and deadlines. Excellent computer skills and use of Microsoft Office, especially Word and Excel.
Bachelor’s degree. Experience using Banner PROD. Experience using Banner Event Management. Experience with Buyway and/or CashNet. Previous budgeting experience. Experience with content management system.
Miami University, an equal opportunity/affirmative action employer with smoke- and tobacco-free campuses, is committed to a multicultural environment and strongly encourages applications from minorities, females, veterans and individuals with disabilities.