What are the responsibilities and job description for the Administrative Assistant — Advancement Services and Development position at Marshall University?
Please note: This is a Marshall University Foundation, Inc benefits eligible position, and not a Marshall University state position.
The Administrative Assistant provides high-level administrative assistance to the Vice President of Advancement Services and the Vice President of Development (the “Vice Presidents”). The position supports the general administrative functions related to advancement services and development and collaborates with Foundation colleagues to fulfil administrative and operational duties, in support of the Foundation’s mission.
Nature of Work
The Administrative Assistant provides high-level administrative assistance to the Vice President of Advancement Services and the Vice President of Development (the “Vice Presidents”). The position supports the general administrative functions related to advancement services and development and collaborates with Foundation colleagues to fulfil administrative and operational duties, in support of the Foundation’s mission.
Nature of Work
- Assists the Vice Presidents by performing routine to complex administrative and operational tasks.
- Exercises sound judgement to plan and organize their work to provide support-type services to the Vice Presidents and their teams, enabling them to prioritize and address their responsibilities.
- Addresses inquiries, requests and decision-making using established protocols, guidelines, and/or policies; addressing non-routine matters may require consultation with the Vice Presidents and/or members of their teams.
- Works using self-starting initiative, without the need for detailed instruction or supervision to perform essential function of the position.
Essential Functions
- Serves as the Vice Presidents’ representative to internal and external parties by answering phone calls and responding to emails and taking messages.
- Prepares agendas and organizes/schedules meetings and events that require judgement in determining and prioritizing activities to meet desired results.
- Creates, modifies and maintains PowerPoint presentations and reports.
- Prepares correspondence, emails, and routine documents; maintains department files and databases.
- Performs data entry and approval duties related to contact reports, timesheets, requisition submissions, and data-based reporting, among others.
- Uses project management software to create, manage, track and report on projects identified by the Vice Presidents.
- Orders supplies and sorts/distributes/circulates mail, as needed
- Makes travel arrangements for Vice Presidents and prepares/submits associated expense reports.
- May supervise graduate assistants, work study students, and/or volunteers.
- Performs other duties as required or assigned.
- Complies with all Foundation Policies and Standards
Qualifications
Must be able to perform all essential job duties as outlined in the job description.
Required Qualifications
Education
- Associates degree or vocational school training combined with a minimum of two years’ experience performing the essential job functions or related duties (“Required Experience”).
Experience
- Minimum of two years’ experience performing the essential job functions or related duties (“Required Experience”).
- Required Experience may be substituted by a minimum of four years of relevant work experience.
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and internet-based collaboration tools.
- Periodic evenings and weekend work to fulfill the essential job functions.
Preferred Qualifications
Education
- Bachelor of Arts degree in a related field.
Experience
- Administrative experience in higher education, foundation, or non-profit organization.
- Detail-orientation with a high level of accuracy.
- Ability to work independently in a fast-paced environment.
- Demonstrated ability to handle confidential information with discretion
- Software Experience: Banner
Posting Detail Information
Posting Number MU1116NE Open Date 02/09/2026 Close Date Open Until Filled Yes Special Instructions SummarySalary : $45,000 - $50,000