[APRA-NW] Job Opening: Oregon State University Foundation

Kelly Riutta kriutta at u.washington.edu
Tue Jun 8 09:26:03 PDT 2010

This is a great opportunity to grow your Prospect Research/Management skills as a big portion of this position is the maintenance of their Relationship Management tracking system.

Oregon State University Foundation

The Opportunity
Located in Corvallis, Oregon the Oregon State University Foundation is recruiting for an Administrative
Assistant to join the Advancement Services Unit.

Position Summary
Reporting to the Sr. Director for Advancement Services, this position provides general
administrative assistance and support to the Sr. Director and to the staff in this department.
This position also maintains the Relationship Management module in an enterprise database
for the Research, Discovery and Relationship Management unit.

Major Duties
Manage all office and administrative functions for the Sr. Director Advancement Services,
including organizing paper and information flow, preparing meeting agendas and related
documents, copying, distributing and filing correspondence.

Maintain Sr. Director’s calendar; schedule appointments and meetings.

Serve as the Sr. Director’s budget coordinator; prepare reimbursements and other payments;
track budget expenditures; keep Sr. Director informed of budget status.

Serve as the Senior Director’s primary liaison with key officials to the OSUF and OSU
communities, including interaction with the offices of the OSU President, Provost and
Advancement, the Board of Trustees and their standing committee and Campaign Co‐Chairs.

Under the direction of the Sr. Director, assist with conducting the business of the department,
and any other unit supported by the office of Sr. Director. Prepare meeting agendas, materials
and packets. Arrange meeting and event logistics send notifications and receive responses. May
record meeting minutes and prepare them for formal review. Formalize final minutes to create
official meeting record. Provide minutes and handouts from meetings and distribute to staff.

Research issues; summarize information, draft letters, memos and email.

Coordinate standing and ad hoc department staff meetings, including preparation of agendas;
provide primary administrative support.

Arrange travel; determine dates of travel and transportation, car rental, accommodation needs
and any special requirements for events such as conferences and training classes; research
travel schedules and availability of travel services through internet services. Outline trip to
include information of hotel, air flight, car rental, and available restaurants.

Process travel; gather expense receipts, provide necessary back up documentation and match
receipts to check requests and check disbursements for pending invoices. Record event
expenses and track expenses against budget.

Reconcile Sr. Director’s corporate credit cards to ensure all business expenses have been
accounted for and reimbursed.

Oversee the Relationship Management and Tracking System module of the Advance database,
Activities include but are not limited to entry, update, and audit of prospect records; creation and
update of prospect, program, proposal and assignment records; entry of strategies for top prospects for
each development officer.

Design and run auditing reports for system maintenance and clean up of data. Proactively find
data discrepancies and suggest corrections; surface possible data issues when systems changes
are proposed.

Assist end users in defining procedures for user operations and audit their implementation.

Consult with, and provide assistance to, Development Officers when necessary.

On a rotational basis, provide back‐up support to main receptionist for breaks and lunch hour coverage.

Answer multi‐line phone; direct calls to appropriate staff; take accurate messages when calls cannot be
completed. Retrieve incoming campus and U.S. mail, sort and distribute mail to appropriate staff.

Perform other duties as assigned.

Required Knowledge, Skills and Abilities

Comprehensive knowledge of:
􀂃 a large relational database such as Advance or other large development data base
􀂃 the Development profession (general knowledge)

Proven skill in:
􀂃 the use of Microsoft Office Suite, Word, Excel, Access, Power Point
􀂃 outlook Microsoft Office; use of view & scheduling capabilities
􀂃 conducting internet searches and use of web‐based applications

Demonstrated ability to:
􀂃 interface professionally with people from all levels of the OSU Foundation, Oregon State University and the community at large
􀂃 use excellent written and verbal communication skills
􀂃 effectively proof‐read correspondence and research products
􀂃 conduct oneself with tact and diplomacy and to exercise appropriate confidentiality at all times
􀂃 plan and prioritize, and organize multiple, simultaneous projects
􀂃 stay focused and productive and to multi‐task while performing duties
􀂃 keep a keen attention to detail
􀂃 work effectively with Foundation staff, faculty and donors
􀂃 work collaboratively
􀂃 respond with flexibility to urgent, unexpected requests
􀂃 provide exceptional customer service
􀂃 occasionally drive an automobile for work‐related activities

Education and Experience Minimum Requirements
High school diploma or equivalency and five years of progressively responsible professional
experience as an administrative assistant, or related administrative experience using similar
knowledge skills or abilities. Associate of Applied Science degree in Administrative Professional
preferred. Education and experience equivalencies will be considered. A valid Oregon Driver’s
License is required.

Compensation and Benefits
Annual salary range $30,000 ‐ $34,000. The OSU Foundation offers competitive salaries and
excellent benefits. Learn more about our benefits http://osufoundation.org/employment/.

To Apply
Send cover letter and resume to osuf.hr at oregonstate.edu
Fran Judy, SR. HR Coordinator, OSU Foundation, 850 SW 35th Street, Corvallis, Oregon 97333.
Fax: 541‐737‐9962.

This position will be open until filled.
The OSU Foundation makes hiring decisions on the basis of merit and encourages all qualified
individuals to apply.

Kelly Riutta, MLIS
Research Strategist
University of Washington
Advancement Research and Relationship Management

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