Senior Administrative Assistant for Advancement

Located in Georgetown, Texas, Southwestern University is an independent, four-year undergraduate institution offering a top-ranked integrated arts and sciences curriculum that incorporates the humanities, fine arts, social sciences, and natural sciences. We are committed to fostering an environment where every individual feels respected, valued, and empowered, believing that a thriving community is built on the strength of varying perspectives and experiences.

About the role

Reporting to the Executive Vice President for Advancement, Athletics, & Career Services, the Senior Administrative Assistant provides comprehensive administrative support to the Office of Advancement division. This position manages a variety of complex and sensitive administrative responsibilities while supporting the daily operations of the division.

Responsibilities

• Event support, including attendee registration data entry, preparation of name tags and other registration materials, and on-site management for the Office of Advancement campus and external events.
• Social media coordination, including the creation of social media content in support of Office of Advancement programs and initiatives on the Southwestern University Alumni Association LinkedIn, Instagram, and Facebook accounts, as well as collecting and reporting social media analytics on a monthly basis.
• Prepare large mailings using mail merge programs.
• Filing, drafting letters and memorandums, answering phone, responding to email.
• Coordinate the batching process for some acknowledgment letters.
• Maintain the 3rd floor file room and create hard copy files.
• Financial processing, including vendor payments and contracts, reimbursements, credit card reconciliation, and Adobe Sign facilitation.
• Office supply management, including ordering of office supplies, marketing collateral, and event materials, keeping an inventory of all giveaways, and keeping the office storage space and workroom in order.
• Serve as secondary support to the Executive Administrative Assistant of University Relations.
• Create alumni Google accounts upon request.
• Support various mailings to university constituents.
• Perform occasional website updates, as directed by program managers.
• Update Alumni Directory on a weekly basis.
• Act as point of contact for general facility work orders for Cullen 2nd floor.
• Serve as point of contact for Cullen 2nd floor breakroom.

Requirements

• Ability to be flexible, adjust to fluctuating priorities, and produce a reliable work product.
• Highly organized and efficient in completing tasks.
• Ability to attend work consistently and maintain a regular work schedule, with availability for occasional evening and weekend hours.
• Excellent computer skills, utilizing software including the Microsoft and Google Suites, and Canva.
• Team-oriented and comfortable working with and around others frequently.
• Willingness to adhere to the University’s core values.
• Knowledge, understanding, and acceptance of cultural differences and the diversity within the campus and community.

Pay

Starting hourly salary: $18.32 per hour.