Posting Number: R0005135
Location: Salem Campus
Attention Current Willamette University Employees: In order to apply for posted positions, please close this window and log into your Workday account and apply through the Career worklet.
Instructions for Applicants:
Please read the following carefully before beginning the online application process.
To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments - listed at the bottom of the page - must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.
Position Summary:
The Executive Assistant to the Vice President has a complex leadership role which maximizes the effectiveness of the Office of the Vice President and, by extension, the Advancement Division. This role includes the following areas of focus: (a) strategic management of the office of the vice president, (b) strategic support of the vice president's fundraising portfolio and activity, (c) staffing the University Advancement Committee (a committee of Board of Trustees), and (d) support the Advancement Senior Leadership Team (SLT).
Key to the success of this position are positive, productive, and meaningful relationships with trustees, the President's Office, advancement team members, campus partners, donors, and industry professionals.
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
JOB DESCRIPTION

• Strategic Management of the Office of the Vice President.
  
  • Facilitate communication between the VP and direct reports, the VP and University leadership, and the VP and other campus partners.
  • Manage VP correspondence, calendar, budget, and travel.
  • Strategic support of the Vice President's fundraising portfolio.
  • Partner with the Executive Director of Development on the strategic deployment of the VP for Advancement on behalf of University fundraising and trusteeship priorities. This includes, but is not limited to, the prioritizing and calendaring of meetings, regular communication and outreach with donors and prospects, the coordination of briefing documents and meetings, travel planning, and cultivation and solicitation follow up.
  • Partner with the Executive Director of Development, VP for Advancement, and the President's staff on the strategic deployment of the President on behalf of University fundraising and trusteeship priorities including the same items as above.
  • Ensure that appropriate and timely strategy and action information is maintained in the fundraising database and that this data is utilized to efficiently manage strategy execution
  • Facilitate the timely completion of cultivation and proposal related actions by others to maximize fundraising success within the VP's prospect pool
  • Coordinate the timely development of proposals, MOUs, and other solicitation and gift/pledge related documentation for the VP's prospect pool.
• Staff the University Advancement Committee (Board of Trustees).
  
  • Partner with the Advancement Vice President on the strategic use of the Committee Chair and all Committee members for Governance and Advancement activities.
  • Coordinate all University Advancement Committee meetings, including material preparation, advanced material delivery, minute-taking and distribution, advancement reporting to committee members, and meeting follow-up.
  • Serve as a campus concierge for all University Advancement Committee members.
• Advancement Leadership:
  
  • As a member of the Advancement Senior Leadership Team, the Senior Executive Assistant is a critical partner in setting the multi-year and even multi-decade strategy for the Advancement Program. Key to this leadership role is a deep commitment to the advancement program mission and the guiding principles listed below.
    
    • Participate in all division planning as a member of the SLT
    • Serve as an ambassador for Advancement and the SLT
    • Coordinate and support SLT meetings and agendas
    • Coordinate and execute division-wide staff meetings and team building activities
    • Serve as the team leader for all administrative support positions in Advancement, chairing and coordinating all support position searches, and onboarding
    • Facilitate support staff cross-training and work-sharing across programs and units
    • Promote excellent performance, professional development, and retention by serving as a coach, mentor, and advisor to division support staff
    • Represent the support staff interests, opportunities for contribution, and needs for success on the Senior Leadership Team
    • Supervise the Office of the VP of Advancement student worker
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

• Applicants should have a thorough understanding of Willamette and of the value of a private liberal arts education. A strong candidate will have excellent interpersonal and communication skills and an exceptional ability to analyze data. Strong initiative, creativity, high energy-level, and demonstrated ability to lead and motivate people are essential.
• At least five years of experience working in a complex office environment is required, preferably in higher education or a non-profit fundraising environment.
• Experience in a C-level support role, working with sensitive information and ability to maintain strict confidentiality.
• A track record of success in a role responsible for managing confidential and sensitive information and a demonstrated commitment to a servant-leader approach to managing C-suite activity.
• Knowledge of general office practices and procedures.
• Able to maintain confidential information, navigate relationships with finesse, and work to the highest ethical standards as outlined by the Council for Advancement and Support of Education (CASE).
• Must be proficient in Microsoft Office and Google Suite. Experience with The Raiser's Edge and internet search skills strongly preferred.
• Attendance and punctuality, sense of humor, and a positive team-oriented attitude are highly valued.
• Ability to work occasional evenings and weekends for signature events and activities including Alumni Reunion Weekend.
• Ability to reside in Oregon by the first day of employment or otherwise perform work primarily in Oregon.

Preferred Qualifications

• Experience working in a performance-based environment with tracking of performance metrics.
• Experience with coaching required; supervision preferred.
• Excellent interpersonal skills to clearly and professionally communicate and form productive and meaningful working relationships with colleagues at all levels of the institution, including donors, volunteers, colleagues and high-level university administrators.
• Self-motivated (a "self-starter"); innovative and ability to work with considerable independence within the context of a team environment and a network of relationships; with the ability to manage multiple tasks or projects simultaneously, to prioritize work based on organizational goals; and to proactively and creatively support the work of the Development Team.
• Superior written and oral communication, commitment to accuracy, ability to negotiate, organizational skills, analytical and fundraising skills, including the ability to interpret financial information and manage data.

Typical Work Schedule
Monday - Friday, 8 am to 5 pm.
Physical Demands & Working Conditions
Typical work is performed indoors in a normal office environment.
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.
You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover Letter
• Resume

Applications will be reviewed on a rolling basis and continue until the position is filled.
Incomplete applications will not be considered.
ADVANCEMENT DIVERSITY/EQUITY STATEMENT
Advancement is committed to fostering an equitable and inclusive work environment that values diversity. We engage and work with our constituents, our potential employees, and our colleagues in an inclusive and respectful manner to cultivate and support a diverse community. We work hard to ensure that our organizational culture affirms the value of each member and acknowledges the differences in our lived realities through ongoing learning and change.
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.
jeid-0090cf1351290049b4a53481cabfcffa