Administrative Assistant, Engineering

Company: The University of Connecticut Foundation Inc. ( Learn More )

General Information
2 Year Degree
At least 3 year(s)
Job Description

Position Summary

The UConn Foundation raises philanthropic support and engages alumni on behalf of the University. The Administrative Assistant reports to the Director of Develoment, Engineering and is responsible for fulfilling the administrative functions of the UConn Foundation staff assigned. This position works in collaboration with UConn Foundation and University staff and engages with alumni, donors, corporations, foundation, and organizations

Primary Responsibilities

  • Coordinate meetings and site visits; handle logistics including facilities and food arrangements, meeting agendas, and other relevant materials.
  • Prepare, submit, and track expense reimbursements on a timely basis. Independently track and reconcile departmental budget expenditures.
  • Arrange travel to ensure timely and cost-effective, with limited direction, including preparation of itineraries.
  • Provide administrative and office support, including but not limited to typing, filing, copying, faxing, scanning, and printing. Proofread and copy-edit departmental written materials.
  • Gather preliminary prospect research as needed from internet sources, databases, and files.
  • Prepare the assigned staff for donor visits by collecting materials and background information.
  • Provide support with donor activity database updates and reporting, including new biographical information, contact report entry, opportunity pipeline and preliminary prospect research.
  • Manage the record-keeping needed for donor events, including confirmation of the final attendees list and ensuring that attendee information is correctly uploaded into FELIX
  • Provide support such as queries, expenses and database entries to the Dean's office and the Alumni Director.
  • Other duties as assigned.
  • Job Requirements

    Key Competencies

    • Well-organized self-starter who can manage time effectively and who possesses excellent written and oral communication skills
    • Ability to perform multiple tasks, to track details, and to set priorities in a fast-paced environment
    • Ability to foresee and identify the needs of the Engineering team and be pro-active.
    • Ability to engender trust and confidence of donors and prospective donors and to maintain confidentiality of donor information
    • Able to exercise independent judgment with regard to work responsibilities
    • Ability to be congenial, professional, and effective in handling situations with donors, Foundation staff, University staff, and visitors
    • Integrity in dealing with confidential information

    Education and Experience

    • Associate's degree preferred.
    • Minimum two years' experience in an administrative capacity.
    • Excellent organizational skills with proven experience managing time effectively.
    • Proven ability to exercise independent judgment and prioritize workload.
    • Strong verbal and written communication skills including proofreading.
    • Must be able to multi-task and manage multiple details in a fast-paced environment.
    • Integrity in dealing with confidential information.
    • Proficient with MS Office including Outlook, Word and Excel. Demonstrated ability to work in multiple system environments.
    Related Keywords: Administrative Assistant, Engineering, Higher Education, Nonprofit