What are the responsibilities and job description for the Senior Administrative Assistant position at UNITED NEGRO COLLEGE FUND?
Job Title: Senior Administrative Assistant
Department: Development
Reports To: Senior Vice President, Development
FLSA Status: Non-Exempt
Band: B2 - Location 3
JOB DESCRIPTION
Functions as the primary support for the department head. Performs various secretarial and administrative duties that require knowledge of office routine, an understanding of and sensitivity to UNCF procedures related to the department and maintaining confidentiality.
ABOUT UNCF
The United Negro College Fund (UNCF) has been an engine of educational achievement for more than 80 years. UNCF’s mission is to build a robust and nationally recognized pipeline of HBCU students who, because of UNCF support, become highly qualified college graduates. In addition, UNCF ensures that its member institutions remain respected models of best practices in moving students to and through college. Since its inception in 1944, UNCF has raised over $6 billion in private support, distributed scholarships to help students attend school, and enabled more than 500,000 scholars and low-income students to graduate from UNCF’s member historically black colleges and universities (HBCUs) and launch professional careers. UNCF is committed to closing the educational attainment gap by increasing postsecondary access and success for student groups, particularly low-income and first-generation students.
PRIMARY RESPONSIBILITIES AND DUTIES:
- Function as the office manager in charge of ordering supplies, maintaining inventory, requesting equipment maintenance and repair.
- Process invoices and forms for the department.
- Update and manage an accurate, neat, orderly filing system from which files can easily be retrieved; update and maintain records on an ongoing basis.
- Check records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; correct minor discrepancies and errors independently and bring to the attention of the appropriate supervisor.
- Process incoming gifts, submit to accounting for deposit, maintain records of donor gifts and notify appropriate department or area office of gifts received.
- Screen telephone calls; using judgment in response and direct calls appropriately.
- Receive visitors and provide relief for the main receptionist.
- Prepare and handle routine correspondence, including confidential matters, treating appropriately.
- Coordinate meeting arrangements, including the mailing of notices and materials, schedule conference rooms, set up refreshments; assemble necessary background material for scheduled meetings.
- Attend meetings and take clear and concise minutes.
- Arrange and confirm staff travel. Prepare expense reports for VP review and reconcile division Concur transactions for approval.
- Support and serve as a liaison to other departments/functions as necessary.
- Receive, open, date, process and distribute incoming correspondence; coordinate outgoing mailings, receive and process responses as needed.
- Compile periodic reports on the basis of general instructions.
- Performs other duties as requested.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
QUALIFICATIONS:
EDUCATION AND EXPERIENCE
High school diploma required; college experience strongly desired and 5-7 years administrative assistance/secretarial experience is required.
OTHER SKILLS AND ABILITIES
- Excellent phone etiquette.
- Strong organizational, interpersonal and listening skills.
- Ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism and confidentiality.
- Experience with complex scheduling and calendar management.
- Ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner.
- Display initiative and the ability to work well independently and demonstrate exceptional customer service skills.
- Must be a self-starter, cooperative, and work well in a group.
ADDITIONAL INFORMATION:
Benefits include:
Medical, Dental & Vision
Vacation, Sick & Personal Leave
Life Insurance (Basic & Optional)
Flex Spending Accounts
403(b) Retirement Account
Holiday Savings Plan
Annual Success Sharing
Salary Range: $60,000.00 To $70,000.00 per year (Salary is commensurate with experience.) This is a hybrid role: 4 days on-site and 1-day remote per week, located in UNCF’s Washington DC Headquarters building.
Salary : $60,000