Assistant to Executive Director of Institutional Advancement

Title: Assistant to the Executive Director

Department: Foundation/ Institutional Advancement

Salary: $41,200

Fulltime, 35 hours per week, 12 months per year

General Statement:

 The Assistant to Executive Director of Institutional Advancement and External Relations serves as an integral member of the professional staff within the office who supports and reports directly to the Executive Director. The Assistant to the Executive Director’s work involves researching, drafting, planning, organizing, and performing a wide variety of highly confidential, responsible and complex administrative tasks while exercising independent judgment, individual initiative and adhering to established policies and procedures, in support of the Executive Director.  This position acts as liaison with administrative and academic officers at the College, as well as staff, students, and community members.  This position requires a high degree of accuracy, confidentiality, knowledge, performance, skills, and tact. 

Examples of Work Performed:

1. Coordinate, prepare, and expedite completion of a variety of complex activities that relate to the business of the Office of the Executive Director including meeting agendas, drafting resolutions, keeping minutes and director checklists, fundraising support, events and planned giving among other initiatives.
2. Responsibility for the oversight and recordkeeping of the corporate documents, including amendments and updates to bylaws, articles of incorporation, and tax- exempt certificates, and preparation and approval of minutes.
3. Prepare and process complex administrative details not requiring the immediate attention of the Executive Director that may include, but is not limited to the coordinating, updating, organizing and maintaining calendars, setting up meetings via calendar appointments and emails, and opening and routing mail. Maintain funds receipt logs and process donor correspondence.
4. Maintain a thorough working knowledge of the assigned department and acting point of contact for co-workers’ deadlines and needs as well as assist as necessary.
5. Analyze situations carefully and correctly and adopt an effective course of action.
6. Compose, prepare and distribute a variety of both paper and electronic documents including email, contracts, letters, on-line forms, statistical reports, final reports and purchase requisitions including comprehensive use of a CRM and other online platforms.
7. Responsibility for proofreading of the Foundation brochures, program events and online documents.
8. Coordinate grant applications, review and coordinate submission of new grant applications in coordination with an independent contractor/ grant writer.
9. Prepare bulk mailings for flyers, brochures and other materials for projects in assigned area.
10. Build and maintain budget and special accounts spreadsheet and database programs as necessary.
11. Set up and maintain files on projects of assigned area; coordinate and monitor special projects, assignments and activities.
12. Greet and assist visitors and telephone callers, including potential donors; respond to questions; provide information as required; refer to appropriate sources as needed; resolve issues independently where appropriate and within the scope of authority.
13. Coordinate preparation of meetings as needed in assigned area.
14. Prepare and maintain a master calendar for the Executive Director and office staff..
15. Ordering of Foundation supplies
16. Plan, train, and supervise student aides and/or interns, as necessary
17. Attend evening and weekend events at or for the Foundation as needed or requested by the Executive Director.
18. Perform other related duties as assigned.

Minimum Qualifications:

• Associate’s degree required and/or significant experience in business or educational institution preferably at a college level can be substituted for formal degrees or any combination thereof.
• Must possess good verbal and written communication skills and good organizational skills with the ability to understand and interpret complex oral and written instructions.
• Must be able to work independently with little supervision and be able to solve complex problems.  Must possess knowledge of various software programs.

And

• A commitment to SUNY Ulster’s Diversity, Equity and Inclusion Mission and Objectives of providing quality programs and services for a culturally, socio-economically, ethnically, and academically diverse community; qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students and individuals with diverse abilities and interests.

Preferred Qualifications

• A Bachelor’s Degree in Business Administration or a related field

Additional Information:

SUNY Ulster offers a competitive benefits package including medical, dental, and vision, life insurance, NYS or SUNY TIAA Retirement Plan, SUNY Perks, tuition waivers, including dependent waivers, and tuition assistance.

In addition, OPAP-covered members receive, on an annual basis: 24 vacation days, 12 sick days, 6 personal days, and 11 holidays including 4 floating holidays.  In addition, the College is closed on the day prior to Thanksgiving, and between December 26 - January, 1, known as the Holiday Curtailment. 

Application Process:

The position is open until filled. SUNY Ulster reserves the right to close, continue, cancel, postpone or restart the recruitment at any time.

Applicants must submit the following materials to be considered for the position:

• Cover Letter/ letter of interest
• Resume
• Contact information for three references

Please submit only materials requested. All documents included in your application file become the property of the College. Applicants who fail to submit all required materials will not be considered. 

We invite you to be part of a dedicated community of learners in an academic department that puts students first. Please go to www.sunyulster.edu for additional campus community information.

SUNY Ulster is an Affirmative Action/Equal Opportunity Employer. The college encourages applications from all qualified applicants. This position is contingent upon adequate funding. Offer and assignment of employment is subject to verification of all information provided on the employment application, credentials, transcripts, fingerprint check, verification of the right to work in the United States and all other required pre-employment conditions are met.

Applicants who are protected under the Americans with Disabilities Act and who, due to a disability, require accommodations for completing the application process, testing (if required for the position), or the interview, should notify the Human Resources Office 10 working days before the accommodation is required.

Neither the smoking of tobacco (nor other substances) nor the use of electronic vaporizers is permitted on the campus grounds.

SUNY Ulster does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews. All interviewing costs incurred will be the responsibility of the applicant. Meeting the minimum qualifications does not guarantee an interview. Internal applicants are not guaranteed an interview.

Conditions of Employment

Offers of employment are contingent upon Board of Trustee ratification. Employment with SUNY Ulster is not complete or official until applicants meet all pre-employment requirements, and the Board of Trustees has approved. All new employees are required to submit proof of eligibility to work in the United States. Employees must submit fingerprints for the New York Department of Justice clearance. All positions are contingent upon adequate funding.

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