Employment Opportunities at ACU

At Abilene Christian University, you will find more than a job. You will find a workplace where you can impact the lives of more than 5,200 students who are being educated as Christ-centered global leaders each year. The university has been recognized as a "Great College to Work For" by The Chronicle of Higher Education for 11 years. We offer a dynamic and collaborative work environment, expansive opportunities for professional and personal development, and an emphasis on our core Christian values. Explore these postings for the Abilene campus and Dallas branch to find the right fit for you.

At Abilene Christian University, you will find more than a job. You will find a workplace where you can impact the lives of more than 5,200 students who are being educated as Christ-centered global leaders each year. The university has been recognized as a "Great College to Work For" by The Chronicle of Higher Education for 11 years. We offer a dynamic and collaborative work environment, expansive opportunities for professional and personal development, and an emphasis on our core Christian values. Explore these postings for the Abilene campus and Dallas branch to find the right fit for you.

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Executive Assistant to the VP for Advancement

Apply now Job no: 493353
Work Type: Staff full-time
Location: Abilene
Categories: Staff, Advancement/ Alumni

About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position Executive Assistant to the VP for Advancement
Posting Location Abilene
Department Advancement
Employee Class Nonexempt Full-time
Basic Responsibilities
  1. Provide strategic administrative support for the VP to assist in managing all aspects of the VP’s work load, providing structure and accountability for completion of tasks.
  2. Provide general operational management for the Office of Advancement.
  3. Manage VPs interactions and communication with donor prospects and other audiences.
  4. Manage the Advancement budget, personnel processes, and hiring of student employees.
Essential Duties
  1. Provide strategic administrative support for the VP to assist in managing all aspects of the VP’s work load, providing structure and accountability for completion of tasks.
    1. Maintain a strong understanding of the various functions and activities of the Advancement Office and any projects related to the VP in order to increase the VP’s efficiency and effectiveness, tracking critical projects and commitments to ensure continued progress, consistent follow through and timely completion.
    2. Strategically manage the VP’s calendar to ensure that all necessary meetings are scheduled with an eye toward how they relate to key initiatives, that the necessary steps can be taken to meet deadlines, and that sufficient time is allocated to complete projects on time and prepare effectively for upcoming meetings, events, or travel.
    3. Coordinate, schedule, and participate in all necessary meetings and ensure agendas, minutes, and support documents are prepared.
    4. In the VP’s absence, ensure that requests for action or information are handled directly, relayed to appropriate staff member(s) or departments, or communicated to the VP directly.

  2. Provide general operational management for the Office of Advancement.
    1. Promote an open and friendly environment that supports positive interactions, effective communication, efficient workflow, and successful outcomes, while providing support to all Advancement subunits as a direct representative of the VP.
    2. Independently and collaboratively work on and coordinate various projects and process improvement initiatives; analyze current practices and procedures; conduct research; recommend changes or new approaches; prepare a variety of documents related to projects such as reports, policies, analyses, flow charts, and spreadsheets.
    3. Provide administrative support for the weekly Advancement Leadership Team meetings including scheduling, agenda preparation, minutes, etc.
    4. Manage the Advancement Staff Meetings including scheduling, preparing discussion items and presentations, coordinating with guest speakers, etc.
    5. Manage VPs interactions and communication with donor prospects and other audiences.

  3. Manage the VP’s major gift donor portfolio to ensure that priority relationships are being developed, maintained and enhanced.
    1. Coordinate travel arrangement for the VP strategically and effectively, ensuring that the VP maintains an ongoing schedule of local, regional, and national visits with various constituents (e.g. donors, perspective donors, trustees, past trustees, alumni, and parents, and that relationships are being managed effectively, that ongoing communications and meetings are occurring and that all necessary follow up is completed on time.
    2. Respond to and interact with constituents in person, in writing (including electronic communication) and by phone to answer or re-direct questions, provide information, and facilitate important and time-critical communication to and from the VP.
    3. Compose, edit, and proofread documents that may vary in scope and complexity (e.g. donor correspondence, acknowledgment letters, white papers, proposals, policies, etc.), and assist in preparing and editing presentations (primarily in MS PowerPoint).
    4. Assist the VP with managing and coordinating ongoing communications (including planning, updates, and announcements) from the VP’s Office to the Advancement Team, the President’s Senior Leadership Team, the campus community, the Board of Trustees, and others.

  4. Manage the Advancement budget, personnel processes, and hiring of student employees.
    1. Track budgets for all departments within the Advancement division and provide reports to Vice President.
    2. Process purchase orders, journal entries, and expense reports; reallocate purchasing card requests.
    3. Act as a backup for managing departmental purchase cards and handling administrative functions related to the VP’s office, including expense reports, purchasing card transactions, travel card reconciliation, check requests, etc.
    4. Hire and supervise student employees, in coordination with the Administrative Coordinator for Advancement and the Office of Gift Planning.
    5. Handle HR duties, including preparing and submitting PAFs and approving time
Professional Development Requirements
    1. Training Modules Required
      1. Banner Finance
      2. CRM Advance
      3. Google Suite (Calendar, Sheets, Drives, Docs, Chats)
      4. Concur (travel and P-Card management)
      5. Zoom

Qualifications
    1. ACU is affiliated with the fellowship of the Churches of Christ. This position requires the employee to be a professing Christian and to be willing to support the Christian mission of ACU.
    2. Professional qualifications
      1. High school diploma required. Bachelor’s degree preferred.
      2. Three to five years of increasingly responsible executive-level administrative experience, preferably in a higher education or nonprofit institution that includes managing a variety of assignments in varying degrees of complexity with efficiency and thoroughness.
      3. Experience should include providing direct support to a mid-to upper-level manager of an organization or business unit within an organization.
      4. Experience in a fundraising environment is a plus.
    3. Personal
      1. Positive attitude and strong work ethic, possessing a high degree of personal integrity.
      2. Demonstrated strong organizational, project management, time management, and multi-tasking skills, with the ability to meet deadlines in a busy, high-paced environment, while always exercising a high degree of independent judgment, tact and discretion.
      3. Possesses strong interpersonal skills that include courtesy, patience, diplomacy, the ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations.
      4. Ability to work collaboratively, creatively, and selflessly as a member of a senior leadership team to contribute to the success of individual projects and the overall success of the division.
      5. Strong strategic, analytic, problem solving, critical thinking and research skills, with a proven ability to overcome obstacles, find creative solutions, and make thoughtful decisions.
      6. Ability to learn quickly and adapt to the climate and culture of the campus, while also developing a thorough knowledge of procedures, policies, and processes.
      7. Ability to work with a broad and diverse campus community, preferably in an academic setting that includes administrators, faculty, students and staff.
      8. Ability to work directly with an external consumer-based constituency, preferably in a higher education or nonprofit setting that includes alumni, donors, board members and volunteers. 
      9. Demonstrated ability to communicate clearly and concisely, orally and in writing, with a strong knowledge of proper formats, grammar and punctuation, as well as the ability to edit, proofread and ensure a high degree of quality control.
      10. Intermediate to advanced proficiency and skills in a variety of computer programs including Word, Excel and PowerPoint.
      11. Demonstrated ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, agendas and letters.
Physical Demands
    1. Sit for long period of time
    2. Set up meeting sites (may involve moving and setting up tables and chairs)
    3. May need to lift 25-30 pounds
Additional Information

ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets.  Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

 

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