Position Title: Administrative Assistant                                                

Department: University Advancement                                                 

Division: President’s Office                                                                                        

Reports to (Title):  Vice President of Advancement                         

# Direct Reports:   

Parameters:   ☒ FT    ☐ PT; # months if not 12

Schedule/Hours (Hourly positions):                                                                                       

Primary Location:       ☒ MC         ☐ Ballston         ☐ Both

Flex Work (Hybrid) Eligible:            ☐ Yes          ☒ No                                                        

Remote Eligible (100% off campus):       ☐ Yes     ☒  No

To be completed by Human Resources

Classification:   ☐  Exempt       ☒     Non-Exempt           

Job Profile: 00008

Salary Range: $55,000-$65,000

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This position description is illustrative and is not a comprehensive listing of all functions and tasks performed by incumbents in this role.

POSITION SUMMARY: Provides executive level support to the Vice President of Advancement, and overall operational management of the advancement office. Prepares correspondence and reports for manager’s approval. Manages and coordinates all efforts with vendors, faculty and staff for meetings, events, and travel. Coordinates and/or manages special projects or functions as needed.

ESSENTIAL FUNCTIONS: The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

MAJOR DUTIES AND RESPONSIBILITIES

• Provides administrative support such as coordinating and organizing the daily operations of the office; serving as liaison between the vice president and president’s office; maintaining calendar and coordinating travel; answering phone calls; purchasing supplies; monitoring and tracking departmental budget and expenses; processing invoices and check requests; coordinating travel reimbursements; and maintaining confidential and/or sensitive information.

• Assists in the planning and execution of high-level meetings and donor engagements.

• Develops agendas, briefing materials, PowerPoint presentations, and minutes for senior leadership meetings while ensuring all relevant stakeholders are informed and prepared.

• Assists the Vice President in Workday processing, as appropriate.

NON-ESSENTIAL FUNCTIONS/OTHER DUTIES AND ASSIGNMENTS:

·         May delegate tasks and provide guidance to team members while managing a project.

·         Performs other duties as assigned.

GENERAL EXPECTATIONS: Employees are expected to accomplish assigned duties in an efficient, effective and competent manner, and to strive for improvement and excellence in all work performed. Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and a service-oriented demeanor with students, fellow employees, and the public. Employees are expected to follow and abide by all University policies, rules, regulations, and guidelines.

KNOWLEDGE/SKILLS/ABILITIES:

Knowledge of and ability to follow university policies and procedures.

Ability to demonstrate exceptional service in alignment with Serve with Purpose; and to establish and maintain effective working relationships with the campus community.

Microsoft Office to include proficiency in Excel, Word, and PowerPoint. Use of AI preferred. Excellent communications and interpersonal skills.  Strong problem solving and project management skills with ability to delegate work. 

Education: Five (5) years of administrative support for an executive or senior level leader, secretarial experience and an associate’s degree, preferably in an academic environment;

LICENSURE OR CERTIFICATIONS (Specify preferred or required)

·         None, but Notary public commission helpful for some positions in this job.

SPECIAL WORKING CONDITIONS

·         Ability to lift up to 20 pounds.

·         May need to work outside of normal business hours in support of the department

WORK ENVIRONMENT: Office setting

PHYSICAL REQUIREMENTS: Ability to communicate; sedentary/sit or stand for extended periods of time; use of office equipment; computer.

Qualified candidates are invited to submit a cover letter and resume. Position will be open until filled.

Salary will be commensurate with the overall qualifications of the final candidate selected, and the hiring range is $55,000-$65,000. The offered wage or salary is only one aspect of an employee’s total compensation. Benefits include a comprehensive health program, tuition remission program, a contribution to the University’s 403B retirement plan, employer paid life insurance, short term disability, long term disability and generous time off. Voluntary benefits include pet insurance, supplemental life, transit, FSA, HSA, credit union and more.

Employment is contingent upon successful completion and clearance of a background check and employment verification. Please note that this role is an in-person position based in Arlington, VA. Marymount is an E-Verify employer.

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Marymount University is an equal opportunity employer. Marymount University does not discriminate on the basis of race, color, national origin, sex, age, disability, religion, sexual orientation, gender identity and expression, marital status, pregnancy, veteran status or any other protected bases under applicable federal and local laws and regulations in any of its programs or its activities, including employment and admission.  The university also expressly prohibits any form of sex discrimination and sexual misconduct including sexual harassment, dating and domestic violence, rape, sexual assault, sexual exploitation and stalking in any of its programs or activities, including employment and admission.  For more information, please visit:  https://marymount.edu/student-life/health-wellness/title-ix-2/