JOB SUMMARY
The Executive Assistant will assist the Vice President for University Advancement (VPUA) in the fulfillment of a wide variety of complex and executive duties. This position provides administrative assistance to the VP for University Advancement (UA) and is responsible for the efficient operation of the overall UA office. This person is also responsible for managing the budget and private support reporting. The scope and complexity of these duties require an individual whose primary knowledge, skills, and abilities include the exercise of personal initiative, independent judgment, and high emotional intelligence. They must have knowledge in the areas of non-profit fundraising and operations, budgeting, higher education, as well as comprehensive project management experience.
The position works collaboratively with other divisional leadership teams including Student Affairs, Administration and Finance, the Colleges of Optometry, Health Sciences and Pharmacy and all clinics. The Executive Assistant demonstrates a positive attitude and a leadership style that is characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity and kindness. The Executive Assistant must also have the ability to communicate effectively with multiple and diverse constituents, and build effective working relationships.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Executive Assistant will oversee the operations of the office of the Vice President for University Advancement. Specific duties include, but are not limited to:

• Manages the daily administrative activities of the VPUA office and supports the various departments that comprise Administration and Finance.

• Oversees office operations including budget management/tracking, gift reporting and tracking, and other day-to-day operational needs.

• Manages the VPUA’s calendar, schedules meetings, and oversees meeting arrangements.

• Regularly assists with budget planning, preparation, execution, and revisions.

• Acts as a liaison to VPUA’s direct reports; assisting as necessary.

• Prepares meeting documents (drafts correspondence, spreadsheets, agendas, PowerPoint presentations, and fundraising reports).

• Sets up meetings with appropriate technology, handouts, refreshments, etc.

• Takes meeting minutes and generates documented meeting minutes as required.

• Scans and copies documents and maintains the electronic and physical filing systems of gift agreements, pledge documents, gift deposits and legal documents as well as all contracts, agreements, and reports.

• Assists with the preparation of quarterly reports to the Advancement Committee and Board of Trustees.

• Develops and refines department forms, policies, procedures, and best practice documents.

• Facilitates all requests for UA related research, collecting and analyzing data and drafting reports as required for the VPUA, President and Board of Trustees.

• Maintains a comprehensive project status system - tracking the status of all items sent to the VP or from the VPUA - ensuring that all items are processed and finalized by agreed upon deadline dates.

• Proposes recommendations and solutions to issues and problems directed to the VPUA, being sensitive to stakeholder considerations and viability of courses of action.

• Represents UA and the VPUA to campus and off-campus constituents when directed by the VPUA.

• Assists the VPUA in managing relationships and communications between the Office of the VPUA, University entities, alumni and donors.

• Oversees current content on the giving and planned giving websites and works with marketing to ensure that updates are made in a timely manner.

• Manages proposal tracking and reporting for all private support grants from private and corporate foundations and corporate grants.

• Assists the VPUA in the development and maintenance of policies and procedures for gift acceptance and other policy and procedures needs.

• Orders office supplies, lunches and refreshments as needed, reloads copy/print machines, and coordinates the appropriate shredding/destruction of confidential materials.

• Prepares and processes purchase orders, and codes incoming invoices for A/P processing.

• Support a healthy office culture that encourages teamwork, professionalism, positivity, professional development, and high morale among the UA team.

• Manages University issued credit card issuance, issues, and inquiries.

• Perform prospect research and provide reports to the appropriate UA staff when needed.

• Serve as back-up for gift acceptance, entry, daily depositing, processing, recording and receipting of all private contributions for University programs.

• Manages the pledge reminder function for all active pledges to ensure that donors receive reminders in a timely fashion.

• Work with accounting representative to reconcile gift reports on a quarterly or more frequent basis.

• Maintains accurate files of regular and confidential data.

• Collects and organizes information needed for conferences, special reports and donor prospect meetings.

• Work with the Associate Director of Development and Alumni Relations to track the scholarship verification process for annual awards and work with appropriate departments to secure information for donor stewardship purposes and prepare stewardship reports to donors.

QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience in executive assistant in a non-profit setting.

• Experience in managing change within a large and diverse organization.

• Excellent written and verbal communication skills.

• Ability to exercise independent judgment with a knowledge of professional administrative procedures involving in-depth problem solving techniques.

• Ability to act independently within functional and organizational guidelines and to interpret university policy.

• Expert user in Excel

• Experience using a donor database like Raisers Edge

EDUCATION AND/OR EXPERIENCE

• High school degree required.

• Bachelors degree from an accredited institution of higher education preferred or minimum of three years of demonstrated project management knowledge, skills and abilities

• Work experience in higher education or healthcare preferred.

ABOUT THE ORGANIZATION
MBKU is a private, non-profit, accredited educational institution, located in Fullerton, California. MBKU is a comprehensive health care university, built upon a legacy of over 110 years of academic excellence and clinical education. The founder of SCCO at MBKU, was a medical doctor, pharmacist, and passionate advocate for medical education. The mission of MBKU is to educate caring, inspired health care professionals who are prepared to deliver collaborative, patient-centric health care in an inter-professional environment.
Created as SCCO, and expanded to offer a range of inter-professional programs and health care initiatives, MBKU also has a School of Physician Assistant Studies and a College of Pharmacy. This is an exciting time for health care, for medical innovation and education, and for our community. We believe the future is bright, and look forward to advancing it together.
BENEFITS
MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, a university-sponsored retirement plan with a 9% contribution. See our website under Employment for more details regarding benefits of working for MBKU (www.ketchum.edu).
MBKU is an equal opportunity employer; requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
NON-DISCRIMINATION STATEMENT
MBKU is committed to providing an environment in which all individuals are treated with respect and professionalism. In accordance with applicable federal and state laws, it is University policy to prevent the unlawful discrimination against students, applicants for admission, employees, applicants for employment and patients requesting treatment on the basis of race, color, national origin, sex, disability, age or any other characteristic protected by applicable law. The University also prohibits sexual harassment and harassment on any of the above bases (please refer to the Title IX page for more information).
COVID-19 CONSIDERATIONS
All MBKU employees must be fully vaccinated against COVID-19. New employees must show proof of vaccination by the first day of work. Requests for reasonable accommodation due to medical or religious reasons will be considered on a case-by-case basis.

Job Type: Full-time

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