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Requisition: 202500215S

Occupational Category (Staff Positions Only): Technical/Para-Professional

Hiring Salary: Monthly-Staff

Department: Office of University Advancement

General Requirements:

Bachelor’s Degree in a related field. Minimum five years of experience working as an assistant to an executive, business or not-for-profit organization environment, or a related field. Experience in a state institution of higher education is desirable. Additional experience may be considered in lieu of education.

Nature & Purpose of Position/Usual Duties:

Performs complex administrative support duties for the division of University Advancement.

Primary Responsibilities (Staff Positions Only):

Assists the Vice President of University Advancement by supervising the Division’s operations. Schedules meetings, activities, and travel for the Vice President and facilitates communication. Processes and submits expense reports for the Vice President. Represents the Vice President in working with the offices of the President, Vice Presidents, Deans, and other University Administrators. Creates Electronic Personnel Action Forms (EPAFs) and serves as primary point-of-contact between VP office and Human Resources, Payroll, etc. Prepares and publishes updated and cumulative briefing reports for the Texas State University System ( TSUS ) Board of Regents. Acts as Board Coordinator for the Sam Houston University Foundation Board of Trustees. Communicates with the Board and its leadership, planning and executing quarterly meetings, creating and distributing board meeting materials, keeping official minutes according to Robert’s Rules of Order, maintaining all records and files, etc. Assists in development of policies and procedures. Interprets and ensures that University and Advancement policies and procedures are followed and communicates procedures relating to activities performed within the Division. Manages the Division’s budget, initiating budget transfers, as needed, and maintaining oversight of all departmental expenditures and budget-related requests. Ensures leave reports are submitted on a timely basis by the Division’s staff. Monitors specific gift account balances and prepares biweekly budget reports to review with the Vice President. Drafts and creates all correspondence for the Vice President including speeches, remarks, presentations, video scripts, executive summaries for Cabinet, donor proposals, emails, event invitations, etc., ensuring that they are appropriate and without errors. Manages the Division’s online performance reporting ensuring department reports are entered as scheduled and that goals and measurements address the current needs of the University. Works with sensitive and confidential donor files, occasionally researching and reviewing documents for the Vice President. Acts as liaison between the Vice President and staff in matters that may involve policy decisions and expenditure of funds. Performs other related duties as assigned.