Administrative Associate

Introduction

NACUBO is committed to diversity because it enriches and strengthens how we advance our mission, just as it does for institutions of higher education. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other fascinating characteristics that make us different. Our goal is to be the place where a diverse mix of talented people want to come, to stay and do their best work.

Creativity and cross-team collaboration drive NACUBO’s achievements and contribute to individual success. All staff members are encouraged to think creatively about how they and NACUBO can address mission, member needs, and challenges that will inevitably arise from time to time. They are also encouraged to develop and nurture strong partnerships throughout the association. These partnerships help individuals, teams, and the association accomplish the activities, goals and strategies of the organization and of individual positions.

Imagination, innovation, and curiosity are welcome, and all require some risk taking. NACUBO encourages staff to engage in bold thinking, to put forward new ideas and proposals, and to openly debate the risks – upside and downside – associated with new ideas.

Each member of the NACUBO staff is responsible for creating and sustaining esprit de corps across the organization.

To accomplish all of this, staff will need strong communication and strategic thinking skills. NACUBO is committed to nurturing these skills in all staff members.

Reporting to the Executive Assistant to the President, the Administrative Associate (AA) provides high-level administrative support to the senior leadership staff. In addition, the AA may support the executive assistant to the president as needed.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Serve as an essential resource and point of contact for the senior leadership staff among external stakeholders. Develop and maintain internal and external working relationships to support the senior leadership staff’s agendas and priorities. Use a high degree of judgment and independent decision making in responding to external stakeholder requests.
• Manage, as requested, the senior leadership staff’s schedule, calendar, and contacts, and make requested necessary logistical arrangements (schedule virtual meetings, reserve conference rooms, invite attendees, and arrange for catering as needed). Greet the senior leadership staff’s visitors and guests upon their arrival virtually and in person. Collaborate with the office manager to arrange for catering needs and conference room set up.
• Manage and perform clerical and administrative tasks, including timely processing of requested invoices, bills, and expense reimbursements for senior leadership staff and ordering office supplies as needed.
• Manage and arrange requested transportation and lodging reservations, as well as event registrations, for the senior leadership staff and prepare complete travel itineraries. Ensure the senior leadership staff has the required background materials as requested.
• Prepare routine correspondence on behalf of the senior leadership for signature and edit and proofread all materials they sign. Maintain organized, accessible digital filing systems.
• Support weekly Leadership Group meetings by providing supporting materials on behalf of senior leadership staff. This may include recording, typing, and distributing meeting minutes in a timely manner.
• Perform additional duties as assigned.

• Presence:
  The incumbent will regularly interact with senior executives from member institutions and organizations, senior leaders of other higher education associations and other partners, and other stakeholders and must feel comfortable representing the senior leaders and the organization. This includes strong virtual communication skills. (Zoom, Teams, etc.)
• Organized:
  The incumbent must demonstrate proficiency with document and workflow management.
• Strategic:
  The incumbent will proactively gather…