Administrative Assistant, Alumni & External Relations needed in Provo, Utah.

Job Summary

This position serves as the Administrative Assistant to the Managing Director of the BYU Alumni and External Relations division as well as the Assistant to the Group Controller of the BYU Alumni & External Relations division.

Essential Functions

1) Provide administrative support to the Managing Director of BYU Alumni & External Relations as well as support to other directors and staff within Alumni and External Relations as needed

a) Coordinate staff meetings, compile meeting agendas, track and communicate and follow-up on action items b) Coordinate other departmental, interdepartmental as well as external meetings as requested by Managing Director c) Provide calendar management support for the Managing Director d) Develop travel agendas and book travel arrangements for Managing Director e) Assist with any meeting preparations and logistics f) Review and edit communication, documents, and presentations as requested by Managing Director g) Answer and route calls to the Managing Director as appropriate h) Relay any Managing Director requests or assignments to the direct reports, campus community, external parties, etc. i) Perform miscellaneous projects and assignments as needed

2) Assist the Managing Director in A&ER Student Employee Development

a) Assisting the Managing Director in developing and implementing spiritual and professional development workshops and other types of events for the A&ER student employees. b) Assisting the Managing Director in conducting annual student employee surveys and analysis

3) Assist BYU Alumni & External Relations Group Controller

a) Process and approve department expenses, reimbursements, etc. using Chrome River, Fast Track, Marketplace, etc. b) Process check & cash deposits and credit card payments c) Assist with the weekly bank report reconciliation d) Handle all Alumni & Management Society chapter donations as Philanthropies main point of contact e) Process student scholarships f) Handle the account administration for all local Alumni and Management Society chapters; includes set up and transfer of funds g) Run financial reports for Alumni and Management Society chapters h) Manage Alumni & Management Society student timecards, posting student jobs, raises, terminations, etc. i) Perform miscellaneous projects and assignments as needed  

Education/Experience

*              Minimum required:  *1 year of administrative assistant experience or equivalent

*              Preferred: * 5 years of executive assistant experience or equivalent

Skills, abilities, knowledge, licenses, certifications:

              REQUIRED unless specifically noted:

• Proficient in MS Outlook, Excel, and PowerPoint
• Pleasant, professional demeanor that work effectively with people in and outside of BYU
• Organizational, administrative, and interpersonal skills
• Project Management
• Strong analytical skills (comfortable using excel and other analytical tools)
• Excellent oral and written and communication skills for a variety of audiences
• Working knowledge of BYU applications such as Fast Track, Marketplace, Chrome River (preferred)
• Understanding of BYU¿s mi ssion, objectives, and environment 
• Sound judgment that consistently yields a positive image of the university and the Alumni & External Relations organization

Employee Class: Staff (Full-Time)

Work Location: Provo Campus

Environment: General office or other equivalently good environment

Physical Exam Required: N

Physical Exam Details: 

*Desired Start Date: *As soon as possible

*Job Close Date: *Open Until Filled

Pay Level: 49

Approximate Starting Salary: $44,500 - $58,000