Administrative Associate

Position Title :

Administrative Associate

Position Type : Regular

Regular

Hiring Range :

$25.24 -$29.01 per hour, commensurate with experience.

Pay Frequency : Hourly

Hourly

A. POSITION PURPOSE

Provide administrative and donor communications support for the activities and operational needs and functions of the law school External Relations division (Alumni Relations, Development and Marketing / Communications).

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Administrative Support 35%

Provide administrative support to all External Relations team staff members, including the Assistant Dean for External Relations, the Assistant Dean for Advancement, , Director of Marketing & Communications, Director of Development, External Relations Event Manager, Alumni Relations Event Manager, Digital Content Coordinator, and Website Development Manager;

tasks include appointment scheduling, calendaring, travel arrangements, and preparation of materials for donor visits, meetings, and presentations.

• Provide notes / minutes for meetings managed by the external relations team, to include biweekly team meetings, monthly All External meetings, and meetings scheduled for special projects and events.
• Prepare and submit expense reports for external relations team members.
• Oversee the purchasing and replenishment of the standard office supply needs of the external relations team.
• Work closely with Dean's Office to schedule and coordinate Dean's attendance and travel, as necessary, for donor related activities.
• Support the administrative needs of the Dean’s office and other departments as directed.

2. Donor Communications, Gift Processing and Database Records Management 30%

• Work with management team to draft gift acknowledgement and related correspondence.
• Prepare and send gift acknowledgement correspondence and other correspondence as assigned.
• Collect, prepare, and send donor thank you notes from students / faculty.
• Work with Donor Relations Unit in University Relations to prepare and send endowment and stewardship reports to donors.
• Provide initial processing of gifts for transmittal to the Gift Operations Unit in University Relations.
• Coordinate with the Gift Operations unit and Law Finance to ensure the proper receipting and allocation of donations for their designated purpose / use.
• Open, track, and update donor related actions and activities in CLARA.
• Work with demographics team in University Relations to update alumni / donor contact and biographical information.
• Maintain Dean’s US News mailing list, to include deans, assistant deans, and other requested contact information to be used for ongoing outreach to peers within the law community.
• Assist with tasks associated with hiring and onboarding of new external relations team members; may include scheduling, office setup, building / campus tours, and other duties assigned by Office Manager.

3. Cultivation and Stewardship Activities 30%

• Daily monitoring of team email accounts; forward to appropriate team members
• With the direction of senior management, provide administrative assistance for targeted donor and stewardship events (including, but not limited to, Law Reunion, , Alexander Prize Ceremony, Celebration of Achievement, Diversity & Inclusion Celebration, Scholarship events, Law Convocation and Law Commencement).
• Assist with administrative aspects of program planning as directed : secure venues, draft and distribute invitations, track responses, coordinate catering and conduct follow-up as needed.
• Provide administrative support for committee and Law Advisory oard meetings : secure meeting room / venues, draft / format agendas, prepare meeting packets and presentations, coordinate catering.
• FAN / Dean’s Democracy Series-coordinate submission of speaker materials, travel arrangements, catering, and IT support;

schedule planning meetings as needed.

• Coordinate, prepare and package gift bags for law alumni, guest speakers and special guests, as requested by external relations team, law student organizations and other departments within the law school.
• Attend events as needed.

4. Other Duties 5%

Other duties as assigned.

C. WORK DIRECTION

• Reports to the Office and External Relations Event Manager.
• Assist with the training, scheduling, supervision, and evaluation of student worker(s).
• Monitor student work product and allocate work assignments to meet the needs of the office.

D. QUALIFICATIONS

1. Education and Experience

• Bachelor's degree preferred.
• Minimum three years of related work experience required.

2. Knowledge, Skills and Abilities

• Excellent writing and oral communication skills with exceptional attention to detail.
• Proficiency in Microsoft Office Suite software including MS Word, Excel, and PowerPoint.
• Experience and proficiency with databases / constituent management systems (e.g. Raiser's Edge).
• Development office experience and familiarity with fundraising and donor relationship management or high-end client management in another setting is desirable.
• Experience working with sensitive or highly confidential information is preferred.
• Experience providing support to a unit / department level manager preferred.
• Experience working in a customer service-oriented environment preferred.
• Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

3. General Guidelines

• Recommends initiatives and implements changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Maintains contact with customers and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Prepares progress reports; informs supervisor of project status; and deviation from goals.
• Ensures completeness, accuracy and timeliness of all operational functions.
• Develops and implements guidelines to support the functions of the unit.

E. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.

A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers, vendors, or suppliers.

F. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.
• Fully on-site position with standard working hours. Remote / non-standard hours considered as needed and by arrangement only.
• Mostly an indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.
30+ days ago