Administrative Assistant to Vice President for University Advancement

About the role

The Administrative Assistant supports the Vice President for University Advancement by providing comprehensive office support, managing calendars, and handling confidential information. This full‑time, probationary position is essential to the division’s mission of fostering engagement and philanthropy.

Key responsibilities

• Manage complex internal and external calendars, schedule meetings and coordinate events.
• Prepare correspondence, reports, expense tracking, travel arrangements and purchase orders.
• Maintain program files, records, and data for review, ensuring accuracy and confidentiality.
• Serve as a point of contact for students, staff, alumni and community members, providing information on campus news and events.

Required profile

• High school diploma or equivalent with three years of progressive clerical/administrative experience.
• Strong written and oral communication skills, attention to detail and ability to handle confidential matters.
• Ability to work independently, prioritize multiple tasks and meet deadlines.

Required skills

• Proficiency with Microsoft Office Suite (Word, Excel) and Google Apps (Docs, Sheets, Calendar).
• Experience with calendaring for internal and external stakeholders.
• Familiarity with budgeting policies, expense tracking and purchase order processes.
• Use of digital tools such as Zoom, DocuSign and CRM systems (Ellucian Advance).

What we offer

• Monthly salary range $4,047 – $4,295 (steps 1‑4) with potential up to $5,896.
• Comprehensive benefits including medical, dental, vision, CalPERS retirement, paid holidays, sick/vacation time.
• Opportunities for professional development within a large university environment.