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Assistant to the Vice President for Institutional Advancement
DATE:   10/1/2012
JOB TITLE:   Assistant to the Vice President for Institutional Advancement
FLSA STATUS:   Non-Exempt


Under general supervision, the Administrative Assistant to the Vice President for Institutional Advancement is responsible for supporting all areas of the Office of the Vice President of Institutional Advancement.


·         Maintain the calendar of the Vice President;

·         Arrange for all Vice Presidential appointments, including meetings with trustees, university advisors and other key constituents and principal prospects;

·         Manage all travel for the Vice President including arrangements, scheduling meetings, itineraries and documentation support;

·         Attend and produce minutes for leadership meetings for which the Vice President is responsible including, but not limited to, advancement committee (board) meetings and key campaign meetings;

·         Administer the sector budget through the production of monthly sector summaries; obtain input from managers and collate departmental summaries. Reconcile and resolve any discrepancies in the sector budget through the finance office. Review and approve advancement budget center expenditures under $1,000;

·         Administer sector attendance calendar, records of vacation leaves and sector personnel records;

·         Serve as liaison between the President’s office and the advancement sector especially in regards to requests for time on the President’s calendar;

·         Supervise and assign the work of all student workers;

·         Work directly with all high profile community associates;

·         Handle member needs by coordinating activities to ensure all requests are met;

·         Arrange campaign meetings, as required, and provide staff support for such;

·         Other duties as assigned by the Vice President.


50%      Direct support for the Vice President as given above;

30%      Activities related to meetings and work with key volunteers, including trustees and campaign leaders;

10%      Activities related to job function planning and supervision;

10%      Budget administration.


1.     Working knowledge of the Raiser's Edge software suite as well as Microsoft Office software suite.

2.     Ability to work effectively with diverse constituencies to advance organizational interests.

3.     Care and attention to detail.

4.     Ability to work under pressure while managing multiple tasks and meet deadlines.

5.     Ability to work non-traditional business hours including weekends and evenings.

6.     Strong work ethic, unquestioned personal integrity, ability to handle sensitive and confidential information, as well as professional demeanor required.

7.     Ability to read and comprehend various forms, documentation, files and information in the department.

8.     Proficiency to handle various office machines including but not limited to: typewriter, calculator, computer, copy machine and fax.

9.     Ability to receive telephone calls, respond to inquiries and communicate with others by telephone.


The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, typewriter, calculator, cutting, labeling, and taping involve involves extensive wrist and hand movements. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.


1)      An Associate’s degree in business or related field and three years of related experience, or a minimum of five years administrative experience in increasingly responsible office operations is required.

Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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