Secretary II - Public Relations and Marketing

The Human Resources Department announces the position of Secretary II, Public Relations, reporting to the Vice President for Public Relations and Marketing.

Responsibilities include: coordinate and schedule meetings and events; manages the Vice President's calendar; prepares communications for the Vice President (such as letters, emails, presentations and reports); maintains and reconciles budget reports and records, including overseeing budgets and expense reports, issuing purchase orders and submitting P-card documents, reconciles expense reports and invoices, purchase orders with Oracle Financials and TM1; supports Public Relations and Alumni staff in hiring, managing and scheduling student workers and tracking worker hours; arranges meetings, presentations, simple events and other departmental activities, as directed (may include booking rooms, ordering or delivering beverages/food and audio visuals, fulfilling requests for gift baskets or other materials, etc.); works with internal and external constituents; answers routine questions, distributes mail, schedules and arranges appointments; assists with building, facility, and technology issues, as directed; assists with special events for the Institutional Advancement teams which may include invitation list generation, distribution of invitations, receiving and tracking RSVPs, mailings and some event logistics, and includes working some events in evenings or on weekends; assists with producing checklists and manuals for routine activities and functions (such as standard event binders and materials, producing job start checklists for design, writing, publications, web and other marketing jobs, etc.); orders and maintains general office supplies including ordering and managing the inventory and use of promotional items and premiums; and performs related duties. 

Requirements:

• Asssociate's Degree or equivalent work experience.

• Minimum of three (3) years of office/administrative experience, preferably in an office setting.

• Proficient knowledge of computers and database packages including Google Docs and Microsoft Office packages; willingness to develop additional computer skills, adjust to updated technology as required; will need to learn specialized database management and e-marketing software packages; knowledge of Facebook, Twitter and other social media channels is a plus.

• Understanding and commitment to confidentiality; attention to detail and conscientiousness around financial and confidential materials and information.

• Detail oriented with strong organizational and communication skills; ability to multi-task; ability to prioritize work and juggle multiple deadlines in a fast-paced work environment; able to follow direction but also work independently, making sound decisions in order to keep projects moving and apply strong problem-solving skills to be proactive about new processes for the supervisor's review when appropriate.

• Excellent grammar, spelling and typing skills; ability to learn new technical concepts quickly; strong communication, interpersonal and organizational skills; ability to interact effectively with publics including senior executives and high-ranking officials as well as alumni, donors, trustees, students, parents, professors, etc.

• Customer service / student focused; ability to collaborate well with others.

• Ability to work some events on evenings and weekends as required.

Non-Exempt

Internal Application Deadline:  May 23, 2013

External Application Deadline:  Until Position is Filled

Anticipated Starting Date:  As Soon As Possible

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