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Job Summary/Basic Function:
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This position will provide daily administrative and operational support. This position requires excellent interpersonal skills and the ability to communicate effectively with individuals in all positions, both internal and external to the university. It requires a detailed knowledge of organization’s operations, organizational procedures, and personnel. This position will support the Corporate and Foundation Partnership team and the Gift Planning team.
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Department Overview:
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A nonprofit Idaho organization, the Boise State University Foundation was established in 1964 for the benefit of Boise State University. We work to secure philanthropic support for the university by developing and nurturing relationships with our alumni and friends and stewarding gifts made to support Boise State. The Foundation works closely with university leadership, the Boise State University Alumni Association, and the Bronco Athletic Association.
Mission: To build a greater Boise State University, we provide fundraising leadership and service across the university and partner with donors and alumni to inspire private support.
Core Values:
- Purpose Driven
- Relentless Excellence
- Responsible
- Collaborative
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Level Scope:
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Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees.
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Essential Functions:
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60% of the time the Advancement Assistant:
- Coordinate and maintain a calendar for meetings, travel arrangements and registrations.
- Requires application of public relations skills in dealing with a variety of internal and external constituents.
- Coordinates meetings for staff. This includes travel, catering, registration, meeting rooms, audiovisual equipment, etc. Determine relevant supporting materials needed for meetings and provide as required.
- Determines groups and individuals that require access to executive staff. In conjunction with staff, prioritizes requests for time and reorganizes or reschedules commitments in response to priority requests or needs while leveraging executive time for maximum efficiency and effectiveness.
- Demonstrates excellent organizational skills and attention to detail for planning and implementing events. Determine and arrange set-up, event location, decorations, menus, A/V needs, invitations, advertising, etc. to ensure an appropriate environment for high profile events, programs and guests.
- Arranges travel accommodations, airline reservations, itineraries, etc. for trips.
- First line of communication for the executive: Answers questions and/or refers callers to other individuals or departments based on knowledge of university policies and procedures.
- Letters and correspondence creation for the executive. Types drafts, reviews for grammatical and punctuation correctness, and finalizes documents such as memos, letters, confidential information, presentations, and technical reports as requested.
35% of the time the Advancement Assistant:
- Organize and prepare materials for board, committee, and program meetings; attend and participate in stakeholder meetings when required.
- Assist with inbound campus inquiries for sponsorship and foundation proposals and agreements.
- Assist in the creation and coordination of content for communication, such as content for partnership announcements, event recognition, newsletters, emails and social media. Assist with coordination of proofing internal and external communication and marketing collateral. Help facilitate timely communication with key departments across campus.
- Maintain records, minutes, and documentation for board, committee, and program meetings.
- Provide administrative support as needed, which may include purchasing, p-card management, and budget monitoring.
- Maintain and monitor project plans, schedules and timelines, budgets and expenditures, and meet project deadlines.
- Runs queries, and updates information using Raisers Edge and other databases, as well as other data analysis tools.
5% of the time the Advancement Assistant:
- Performs other duties as assigned.
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Knowledge, Skills, Abilities:
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- Experience with event scheduling methods, facility use agreements, and event planning processes.
- Ability to generate, cultivate, and maintain relationships with high level communication skills with all constituents involved in a university community, including coworkers, students, executives, donors, alumni, corporate and foundation representatives, and critical external community representatives.
- Experience working with high level executives, so as to understand the level of responsibility required to support a university executive.
- Ability to work independently, apply good judgment; and use discretion, problem solving, and conflict resolution skills.
- Must possess extraordinary organizational skills in order to prioritize and understand timelines and project deadlines.
- Strong working understanding of PowerPoint, Excel, Word and additional presentation applications.
- Proven experience in confidentiality matters, which impacts oneself and others.
- Exceptional verbal, written, and presentation skills.
- Knowledge of file management and other administrative procedures.
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Minimum Qualifications:
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Bachelor’s Degree or equivalent relevant professional experience.
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Preferred Qualifications:
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Experience working in higher education or for a non-profit organization.
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Salary and Benefits:
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Salary range starts at $47,320.00 annually and is commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to):
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Required Application Materials:
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Please submit a cover letter indicating your interest and qualifications for the position. Attach a resume that includes employment history (including dates of employment).
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About Us:
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Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.
Boise State is proud to be recognized by Forbes as the only Idaho employer listed in the top 100 of all national midsize and large employers. We’re building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.
Learn more about Boise State and living in Idaho’s Treasure Valley at https://www.boisestate.edu/about/
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