Hybrid Senior Administrative Assistant (Midwest) bei United Negro College Fund (UNCF)

Job Title: Senior Administrative Assistant

Department: Development 

Reports To: VP, Development Midwest 

FLSA Status: Non-Exempt

JOB DESCRIPTION 

Functions as the primary support for the department head. The Senior Administrative Assistant provides high-level administrative and operational support, managing the VP's schedule, communications, and workflow, often involving confidential and complex tasks. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to work independently and handle sensitive and confidential information with discretion and maintain the privacy of the VP's communications and work.  

ABOUT UNCF  

The United Negro College Fund (UNCF) has been an engine of educational achievement for more than 80 years. UNCF’s mission is to build a robust and nationally recognized pipeline of HBCU students who, because of UNCF support, become highly qualified college graduates. In addition, UNCF ensures that its member institutions remain respected models of best practices in moving students to and through college. Since its inception in 1944, UNCF has raised over $6 billion in private support, distributed scholarships to help students attend school, and enabled more than 500,000 scholars and low-income students to graduate from UNCF’s member historically black colleges and universities (HBCUs) and launch professional careers. UNCF is committed to closing the educational attainment gap by increasing postsecondary access and success for student groups, particularly low-income and first-generation students.

PRIMARY RESPONSIBILITIES AND DUTIES: 

• Ensure smooth functioning of the VP's office, including maintaining records and coordinating with other departments or teams.
• Order supplies, maintaining inventory, requesting equipment maintenance and repair.
• Assist with processing invoices and forms for the department.  
• Update and manage an accurate, neat, orderly filing system from which files can easily be retrieved; update and maintain records on an ongoing basis.
• Check records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; correct minor discrepancies and errors independently and bring to the attention of the appropriate supervisor.
• Prepare and handle routine correspondence, including confidential matters, treating appropriately.
• Coordinate meeting arrangements, including the mailing of notices and materials, schedule conference rooms, set up refreshments; assemble necessary background material for scheduled meetings.
• Attend meetings and take clear and concise minutes.

• Arrange and confirm staff travel; prepare expense reports for VP, review and reconcile division Concur transactions for approval.        

• Assist with special projects as needed, including research, report preparation, and other tasks.
• Identify and resolve administrative issues, anticipating the VP's needs, and proactively addressing potential challenges. 
• Serve as a point of contact for the VP's office, interacting with various stakeholders, and representing the VP in a professional manner. 
• Support and serve as a liaison to other departments/functions as necessary.
• Receive, open, date, process and distribute incoming correspondence; coordinate outgoing mailings, receive and process responses as needed.
• Compile periodic reports on the basis of general instructions.
• Performs other duties as requested.

SUPERVISORY RESPONSIBILITIES 

This job has no supervisory responsibilities.

QUALIFICATIONS: 

EDUCATION AND EXPERIENCE 

High school diploma required; college experience strongly desired and 3 years office experience preferred.

OTHER SKILLS AND ABILITIES

• Excellent phone etiquette.
• Strong organizational, interpersonal and listening skills.
• Ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism and confidentiality. 
• Experience with complex scheduling and calendar management. 
• Ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner. 
• Display initiative and the ability to work well independently and demonstrate exceptional customer service skills. 
• Must be a self-starter, cooperative, and work well in a group.

COMPENSATION AND BENEFITS 

Benefits include:

Medical, Dental & Vision

Vacation, Sick & Personal Leave 

Life Insurance (Basic & Optional)

Flex Spending Accounts

403(b) Retirement Account

Holiday Savings Plan

Annual Success Sharing

Salary Range: $61,200.00 per year (Salary is commensurate with experience.) This is a hybrid role: 4 days on-site and 1-day remote per week, located in UNCF’s Chicago Office.

UNCF is EOE M/F/D/V