Overview
Office Administrator Jobs in Kingston, NY at Hutton Brickyards Riverfront Hotel + Venue
Position Type
Staff
Employee Group
Staff
Time Status
Full-Time
Time Category
Full Time (1560-2080 hours)
Annual Hours
2080
# of Months
12
Hours Per Week
40
Work Dates
July 1 – June 30
Campus
Main Campus (Grantham)
Position Description
Position Summary
This position provides administrative support to the Vice President for Advancement.
Education Required
Associate’s Degree.
Education Preferred
Bachelor’s Degree.
Experience Required
Three years of administrative experience for senior level officers.
Experience Preferred
Three years of project management experience and administrative support for senior level officers.
Skills, Characteristics Required for Position
Experience working independently
Exercise sound judgment in the absence of the Vice President
Skilled at effectively initiating planning and coordinating entire projects and events
Strong interpersonal and organizational skills
Skilled at adapting to project constraints and resolving problems independently.
Effective communication with various stakeholders, including trustees, senior level officers, donors, and partners
Project a positive and enthusiastic spirit about the University in face to face contacts and over the phone
Ability to maintain a high degree of confidentiality in personnel and financial matters
Expert computer proficiency, including MS Word and Excel
Strong design skills with PowerPoint
Experience with social media including Facebook and Instagram
Experience with data management software
Strong organizational skills including the ability to organize electronic files
Solid relational skills for working effectively with constituencies.
Ability to work in a fast-paced environment and anticipate and manage potential scheduling conflicts
Effectively manage and prioritize multiple demands
Excellent communication (verbal and written) skills including the ability to craft correspondence
Special Working Conditions
This position will require some evening and weekend travel — via car, train and/or plane
Driving Requirements
Yes.
Essential Employee
N/A
Primary Duties
Coordinate and manage daily operations of the Vice President for Advancement which includes scheduling appointments, managing travel, preparing board and cabinet reports, annual budgets, maintain office websites, etc.
Support the work of Messiah Business Institute (MBI) via scheduling events, preparing correspondence, managing the budget and MBI website, logistics of events, processing and tracking annual memberships and sponsorships, etc.
Coordinate projects, as assigned by the Vice President for Advancement
Coordinate contract and submit annual financial data to charitable state registration service.
Coordinate logistics for Advancement Division meetings.
Process donor communications and hospitality as directed by VP for Advancement.
Process electronic payroll change forms for Advancement Division staffing and salary changes and for in-house speakers for Bridge Center for Continuing Education events.
Allocate P-card purchases for VP for Advancement and Executive Director/Special Assistant to the President for Innovation and University Partnerships.
Provide support to the VP for Advancement for the Board of Trustees Committee for Advancement.
Coordinate mailings for VP for Advancement and complete contact reports.
Maintain legal files for all deferred gift arrangements.
Prepare documentation and contractual information for a variety of planned gift arrangements (e.g., bequests, gift annuity contracts, in-kind donations) and endowed fund agreements, secure needed signatures, and create necessary paperwork to implement these gifts.
Maintain addresses for income beneficiaries; communicate address changes to the Finance Office; ensure accuracy.
Supervise up to 1-2 student workers each semester and during the summer.
Consistent and reliable attendance
Secondary Duties
1. Other duties as assigned
Supervises: # of Administrative
0
Supervises: # of Staff
0
Supervises: # of Student
1-2
Posting Date
02/20/2025
Open Until Filled
Yes
Application Deadline
Diversity
Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.
Title: Office Administrator
Company: Hutton Brickyards Riverfront Hotel + Venue
Location: Kingston, NY
