Institutional Research Director - Assistant jobs in Olympia, WA

Saint Martin’s University and the Departments of Finance and Institutional Advancement are fully committed to creating a accessible, supportive environment and an experience that recognizes diversity, equity, inclusion, and belonging as integral components of workplace success.

Applicants whose work incorporates a global perspective of diversity, equity, inclusion, belonging and a demonstrated commitment to issues of diversity in higher education are encouraged to apply.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Serves as the executive assistant for the CFO/Vice President of Finance and for Institutional Advancement. Assists in establishing priorities for the vice president’s offices by anticipating the needs and requirements of the vice presidents based on pending priorities and projects. Responsible for handling details for the efficient functioning of the CFO and IA offices.
• Responsible for typing, editing, generating final correspondence, copying, reports, and other written documents for both offices. Coordinate travel for the CFO and VP of IA.
• Manages the flow of communication and correspondence into and out of both offices. Composes letters, memoranda, donor proposals and reports on the vice president’s behalf; reviews drafts and final copies of all correspondence, surveys, reports, etc. prepare documents with either of the vice president’s signature.
• Manages the vice president’s time (full business calendar and partial social calendar) ensuring time and detail preparation for all necessary meetings, projects, events, travel, and in-office work. Schedules appointments for both VPs with vendors, trustees, donors, prospective donors, alumni and other University friends for appointments. Ensure that conference rooms, meeting rooms and reception areas are ready for meetings. Makes travel arrangements, processes expense reports, maintains office files, etc.
• Responsible for attending, taking and distributing minutes for the Board of Trustees Institutional Advancement Committee and serve as back-up for the Board of Trustees Finance, Investment and Audit committees. Coordinates the preparation of materials for trustee and other key meetings ensuring that information is to the vice presidents in time for evaluation, preparation and distribution prior to these meetings.
• Schedules, arranges technology, and attends and takes minutes for meetings of each office’s leadership team, councils and committees chaired by the CFO and VP of IA and other meetings as needed.
• Provides administrative support to searches including scheduling interviews and making travel arrangements for candidates.
• The work hours will be divided between the two departments (20 hours for each department Vice President or as needed in collaboration between the CFO/VP of Finance and the VP of Institutional Advancement).

• Facilitate meetings including scheduling, arranging technology, attending and taking minutes
• Drafting and editing reports and presentations
• Managing purchases and travel for the CFO and (as needed) the Office of Finance

• Assist with the creation of electronic forms including auto routing
• Development/maintenance of centralized storage of electronic files
• Assist with the creation of presentations for meetings and training sessions

• Prepares donor cultivation, stewardship documents or meeting presentations as assigned.
• Prepares financial reports or meeting presentations as assigned.

• Perform other functions as assigned.
• Other duties as assigned
  

COMPETENCIES

• Must work independently and efficiently, with accurate attention to detail
• Must be confident with strong written and oral communication with vendors, donors, board members, senior leadership, faculty and staff members.
• Strong attention to detail; including knowledge of business mathematics beyond basic arithmetic to perform standard business math, such as calculating rations and percentages, tracking budgetary data, and making simple projections.
• Demonstrated ability to leverage features of financial software to facilitate business decisions such as developing intelligent worksheets to quickly identify key point indicators, performing analysis for developing budget and project plans, consolidating and processing multidimensional worksheets and summarizing and analyzing large amounts of data.
• Self-motivated to work independently and with a team.
• Must be able to handle multiple priorities and projects at one time.
• Ability to work in a fast-paced environment and meet fixed deadlines.
• Ability to demonstrate initiative and excellent organizational skills.
• Must feel comfortable with sensitive information and be trust worthy to maintain the information in strictest confidence.
• As a staff member and representative of the University, at all times maintains good and proper personal appearance and a high level of professional conduct.
• Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
• Knowledge of best practices related to supporting diverse student population, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities.
• Is supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University’s mission statement.
  

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• 3-5 years of responsible general office administration and office management experience. (Development office and Financial office would be preferable.)
• Bachelor’s degree preferred.
• Experience using Microsoft Word, Excel, PowerPoint, Outlook and constituent relationship management (CRM) databases.
• General background and knowledge in accounting procedures, bookkeeping and budget experience.
• Successfully pass a background check.
  

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. Physical demands include:

• Moves objects (less than 20 pounds) long distances (more than 20 feet).
• Ability to be mobile campus wide for appropriate business needs.
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements .
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Requires visual concentration on detail.

• Manual dexterity and precision required for keyboarding
• Must be able to sit for long periods at a time at a computer
• May occasionally be required to deal with distraught people.
• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
• Must be able to communicate effectively with people at all levels under stressful conditions.
• Must maintain strict confidentiality relating to all issues in the department, Saint Martin’s University and the President’s Office.