Administrative Associate V - Philanthropy & Engagement - Tenders Global

Administrative Associate V – Philanthropy & Engagement

Texas A&M University

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Job Title

Administrative Associate V – Philanthropy & Engagement

Agency

Texas A&M University – Commerce

Department

Vice President Of Philanthropy & Engagement

Proposed Minimum Salary

Commensurate

Job Location

Commerce, Texas

Job Type

Staff

Job Description

INSTRUCTIONS TO APPLICANT:

During the application process the “My Experience ” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.) ” to upload required documents. 

  • Use the Upload button to add each document.
  • You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
  • All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
  • Incomplete or improperly submitted applications may be excluded from consideration. 

Please provide the following documents:

  • Cover Letter
  • Resume/CV
  • Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
  • Transcripts (Unofficial will be accepted with application. Official transcripts are required at time of verbal offer). 
    If transcripts are from an international institution, it is the responsibility of the applicant to have the transcripts translated and evaluated by an approved credential evaluator.

Please do not withdraw your application in an attempt to upload a missing document. If you need assistance with this or any other matter, please contact us at [email protected] .

SUMMARY:

The position is essential to the success of the Philanthropy & Engagement Division, supporting the activity and productivity of the Division in an efficient manner. This team member primarily provides administrative support to the Philanthropy & Engagement Office, and provides administrative support on an as-needed basis to Alumni Engagement and Philanthropy Operations. This role operates under deadlines and must have flexibility to multi-task and adjust workload/schedule on a regular basis.

ESSENTIAL FUNCTIONS:

  • Receives incoming telephone calls, greets visitors, and manages the calendar for multiple people within the Philanthropy & Engagement Office.
  • Greets alumni, donors, and dignitaries, and directs visitors to the appropriate person(s) efficiently.
  • Schedules appointments for and assist in coordinating events with members of the Philanthropy & Engagement Office. 
  • Ensures financial processes are accomplished in a timely manner. Examples include:  ProCard Processing, Travel Vouchers, Expense Reimbursements, Invoicing, Requisitions, Budget Transfers, Memberships/Subscriptions and Contract Review/Approval.
  • Makes arrangements for meetings, appointments, conferences, and travel. May set up meetings, seminars, and other special events to include facilities, equipment, and food.
  • Assists with the Raiser’s Edge database, updating alumni and donor records.
  • Supports Donor Relations including Gift Processing and Stewardship related items.
  • Conducts high-level research to create profiles for alumni, donors, and guests to campus.
  • Completes and assists HR processes to hire student workers and new Division members.
  • Provides administrative and financial-process support to all areas of the division on an as-needed basis.
  • Participates in planning, setup, cleanup, and day-of event logistics for the Division’s sponsored events on an as needed basis.
  • May represent the Division with outside agencies, contacts, other universities, etc. Assists with coordination of  activities and/or handles correspondences, records, files or reports.
  • May represent the Division  to internal staff, students or faculty. Assists with  coordination of  activities and/or handles correspondence, records, files or reports.

Contributes to the effective team management of all relevant problems, issues, and opportunities.

This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties as assigned to maintain operations and quality constituent services.

MARGINAL FUNCTIONS:

Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible.

MINIMUM REQUIREMENTS:

  • Education: High school diploma or equivalent combination of education and experience. 
  • Experience / Knowledge / Skills: Five years of experience. Excellent business acumen with professional  communications, spelling, punctuation, office procedures, and  editing/proofing skills are essential.  Competency with Microsoft Office applications (Word, Excel, etc.) and general computer operations are required. Strong verbal and written communication skills. Strong interpersonal and organizational skills.
  • Ability to: Ability to multitask and work cooperatively with others. Ability to work with sensitive information and maintain confidentiality. 
  • Licensing/Professional Certifications: None 
  • Physical Requirements: None 
  • Other Requirements: None

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

Degree Preferred. Five years of experience in higher education is preferred.

SUPERVISION OF OTHERS:

May coordinate activities and assign work to student workers and support staff. May participate in the hiring training, and supervision of student workers and other support staff.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned. All Texas A&M University-Commerce employees are expected to facilitate a work environment that encourages knowledge of, respect for, and ability to engage with those of other cultures or backgrounds. This job description is not an employment agreement or contract.  The University has the exclusive right to alter this job description at any time without notice.

Texas A&M University-Commerce is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.

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