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Our client, a Boston-based University, is in need of a contract Administrative Assistant, to serve as a critical member of the Office’s University Advancement, providing front-line customer service and serving as the first point for internal and external constituents. This position is responsible for providing excellent customer service including greeting visitors, handling inquiries, and answering and directing telephone calls.
This is a 100% onsite full-time (35 hours a week), contract position which is expected to last a minimum of 6 months.
The Administrative Assistant will be responsible for providing budgetary support to the Operations team including:
- Monthly budget reconciliations for approximately 27 operating accounts.
- Processing payment for invoices.
- Managing various vendor accounts that service University Advancement,
- Partnering with Advancement teams to track event budgets and ensure timely payments.
- Managing the contract submission process for the division, tracking all contracts that come through and submitting to the division gatekeepers and the Office of General Counsel.
Other tasks and duties include (but are not limited to):
- Provide administrative support, which may include calendar management and scheduling. Working closely with the University Advancement Budget & Operations Team, this role will work closely with event leads, finance directors, and other campus partners.
The right individual will work under minimal supervision and be extremely proactive by foreseeing and implementing projects for the office that will typically be completed at their own discretion. They must have exceptionally strong time management skills and demonstrate strong attention to detail.
Qualifications:
- Associate’s Degree required, Bachelor’s Degree preferred.
- One to three (1-3) years of experience working in an office environment or in a customer service role.
- Must be able to work in a fast-paced environment where proactive assistance is highly valued.
- Strong organizational, communication (written and oral), and interpersonal skills required.
- Extremely detail oriented.
- High level of self-confidence and enthusiasm.
- Positive and customer service oriented.
- Must be an innovative, self-starter and possess a demonstrated ability to be proactive and productive with minimal supervision.
- Exceptional time management skills are a must.
Ability to confidently and diplomatically interact with donors, faculty/staff, vendors, and other visitors is crucial.