The Assistant to the Vice President provides administrative support for the Office of Advancement and External Relations and is instrumental in assisting the department in meeting its annual fundraising, marketing, and communications goals. This position reports directly to the Vice President of Advancement and External Relations and manages the general office operations for the Vice President and the 25+ department members of the Advancement, Marketing, and Communications teams. The Assistant is in routine communication with the Office of the President, high-level donors, fundraising prospects, graduates, UBF board members, and campus leadership, on behalf of the Vice President, primarily for coordinating calendars and scheduling meetings.

The Assistant to the Vice President is a central point person for the Office of Advancement and External Relations and is as an office liaison for staff, donors, alumni, prospects, campus colleagues, and visitors. The position works with campus colleagues on activities such as tracking and managing the budgets and coordinating RFP processes for both the Advancement and Marketing and Communications offices. The position is also responsible for general administrative duties including, but not limited to, answering phones, preparing communications, reports, and presentations, retrieving, opening, and distributing office mail, attending some meetings and taking minutes, and general office management responsibilities.

Key Functions/Responsibilities/Tasks:

Serve as assistant to the VP of the Office of Advancement and External Relations (AER) and manage administrative operations for the office. Manage the general operations of AER for the Vice President and the 25+ department staff members. Working with VP and coordinating with their direct reports and others: facilitate an organized approach to completing goals and delivering on priorities; anticipate needed actions, meetings, and materials; apply a project management approach to identifying tasks, scheduling time, and arranging logistics that sequence activities, communications, analysis etc.  Maintain comprehensive “to do” lists.  Independently confer with individuals and offices throughout the University on schedules and deliverables.

Track monthly departmental budget expenditures for Advancement and Marketing and Communications; process all spending requests, maintain budgetary compliance, etc. Handle preparation of communications, reports, presentations, etc., retrieve, open and distribute office mail, and other general administrative responsibilities.

Manage the daily calendar for the Vice President and assist with daily tasks. Schedule meetings, prepare materials, coordinate locations and refreshments, and other responsibilities to ensure a successful meeting. Anticipate needed materials and preparatory work for all meetings. Prepare and/or assemble from others in advance all pertinent materials for VP’s upcoming meetings.   Create high quality materials appropriate for use or presentation by the VP, including reports, tables, spreadsheets, charts, presentations, and other documents using Microsoft Word, Excel, and PowerPoint.  Assist the VP by following up on tasks resulting from meetings.  Make travel arrangements and prepare detailed itineraries for business travel.

Manage tasks related to the Vice President’s fundraising prospect portfolio, including making “cold calls” to schedule visits. Conduct research and prepare materials needed in regard to prospects.

Provide administrative support for 100th anniversary celebration activities including, but not limited to, scheduling meetings, taking notes, and recording and distributing minutes.

Assist Advancement and Marketing and Communications staff with special projects, as needed. Other duties, as assigned.

Required Education:
Baccalaureate degree

Required Experience:
Three years of progressively responsible executive level administrative experience with preferably two years of providing support to a senior executive.

Preferred Experience:
Experience working in higher education. Previous executive level administrative experience needed.

Required Knowledge, Skills and Abilities:

• Outstanding organizational and time management skills. Ability to prioritize and manage multiple responsibilities simultaneously.
• Proactive work ethic and a positive attitude are required. Willingness to assist with special projects, as schedule and workload permits.
• Excellent interpersonal, verbal and written communication skills. Possess the confidence to ask questions or request more information, as needed.
• Excellent customer service skills and attention to detail.
• Ability to work independently at a high level and to work collaboratively as a team member and with a diverse constituency.
• Proficiency in MS Office products, basic applications, and standard office equipment.
• This is a position of trust. Discretion and confidentiality are paramount.

The University of Baltimore (“UBalt” or “University”) does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

Salary:
Commensurate with qualifications

• excellent tuition remission benefits
• outstanding health benefits plans and rates
• at least 11 paid holidays each year
• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days
• great retirement plans