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Assistant to VP of Advancement and External Relations
Office of the Vice President, Advancement and External Relations
Vacancy number 301246
Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 05/02/22 Closes: 07/25/22
Salary: Commensurate with qualifications
• excellent tuition remission benefits
• outstanding health benefits plans and rates
• at least 11 paid holidays each year
• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days
• great retirement plans
The Assistant to the Vice President provides administrative support for the Office of Advancement and External Relations and is instrumental in assisting the department in meeting its annual fundraising, marketing, and communications goals. This position reports directly to the Vice President of Advancement and External Relations and manages the general office operations for the Vice President and the 25+ department members of the Advancement, Marketing, and Communications teams. The Assistant is in routine communication with the Office of the President, high-level donors, fundraising prospects, graduates, UBF board members, and campus leadership, on behalf of the Vice President, primarily for coordinating calendars and scheduling meetings.
The Assistant to the Vice President is a central point person for the Office of Advancement and External Relations and is as an office liaison for staff, donors, alumni, prospects, campus colleagues, and visitors. The position works with campus colleagues on activities such as tracking and managing the budgets and coordinating RFP processes for both the Advancement and Marketing and Communications offices. The position is also responsible for general administrative duties including, but not limited to, answering phones, preparing communications, reports, and presentations, retrieving, opening, and distributing office mail, attending some meetings and taking minutes, and general office management responsibilities.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document and attach it in the resume location.
Key Functions/Responsibilities/Tasks:
Serve as assistant to the VP of the Office of Advancement and External Relations (AER) and manage administrative operations for the office. Manage the general operations of AER for the Vice President and the 25+ department staff members. Working with VP and coordinating with their direct reports and others: facilitate an organized approach to completing goals and delivering on priorities; anticipate needed actions, meetings, and materials; apply a project management approach to identifying tasks, scheduling time, and arranging logistics that sequence activities, communications, analysis etc. Maintain comprehensive “to do” lists. Independently confer with individuals and offices throughout the University on schedules and deliverables.
Track monthly departmental budget expenditures for Advancement and Marketing and Communications; process all spending requests, maintain budgetary compliance, etc. Handle preparation of communications, reports, presentations, etc., retrieve, open and distribute office mail, and other general administrative responsibilities.
Manage the daily calendar for the Vice President and assist with daily tasks. Schedule meetings, prepare materials, coordinate locations and refreshments, and other responsibilities to ensure a successful meeting. Anticipate needed materials and preparatory work for all meetings. Prepare and/or assemble from others in advance all pertinent materials for VP’s upcoming meetings. Create high quality materials appropriate for use or presentation by the VP, including reports, tables, spreadsheets, charts, presentations, and other documents using Microsoft Word, Excel, and PowerPoint. Assist the VP by following up on tasks resulting from meetings. Make travel arrangements and prepare detailed itineraries for business travel.
Manage tasks related to the Vice President’s fundraising prospect portfolio, including making “cold calls” to schedule visits. Conduct research and prepare materials needed in regard to prospects.
Provide administrative support for 100th anniversary celebration activities including, but not limited to, scheduling meetings, taking notes, and recording and distributing minutes.
Assist Advancement and Marketing and Communications staff with special projects, as needed. Other duties, as assigned.
Required Education: Baccalaureate degree
Required Experience: Three years of progressively responsible executive level administrative experience with preferably two years of providing support to a senior executive.
Preferred Experience: Experience working in higher education. Previous executive level administrative experience needed.
Required Knowledge, Skills and Abilities:
• Outstanding organizational and time management skills. Ability to prioritize and manage multiple responsibilities simultaneously.
• Proactive work ethic and a positive attitude are required. Willingness to assist with special projects, as schedule and workload permits.
• Excellent interpersonal, verbal and written communication skills. Possess the confidence to ask questions or request more information, as needed.
• Excellent customer service skills and attention to detail.
• Ability to work independently at a high level and to work collaboratively as a team member and with a diverse constituency.
• Proficiency in MS Office products, basic applications, and standard office equipment.
• This is a position of trust. Discretion and confidentiality are paramount.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies
The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
- Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
- To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
- Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution. The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.