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.

Position Summary

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.

Essential Functions

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

Leadership Group

• 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.

Competencies

• 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 and analyze fragmented or incomplete information, identify patterns, draw sound conclusions, troubleshoot, and take decisive action to support the senior leaders’ goals and priorities.
• Analytical: The incumbent must be comfortable with a variety of research techniques needed to complete assignments.
• Strong communicator: The incumbent will prepare a wide variety of materials for internal and external audiences, and such communications must be clear, concise and compelling.
• Consultative: The incumbent must be comfortable engaging with others and actively listening before making recommendations for association action, strategies, or priorities.
• Self-starter: The incumbent thrives in a collaborative team setting.
• Team Player: The incumbent must possess a team spirit, approach relationships with a win-win perspective, and be accountable for their interactions in a collaborative work environment.

Qualifications

• Some college preferred.
• Five years of progressively responsible administrative experience.
• Proficiency in using Windows-based applications Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Anybill or other bill payer platform, and database administration.
• Excellent verbal and written communication skills are essential.
• Strong time management and organizational skills to prioritize multiple tasks seamlessly and meticulous attention to detail.
• Proactive problem-solving with strong decision-making capabilities.
• Proven ability to build trust and strong working relationships across all levels of the staff.
• Strong administrative and organizational skills.
• Calm, professional demeanor and ability to maintain confidentiality.
• Flexibility to adapt to shifting priorities.
• Tech-savvy and quick to learn new systems.

Work Environment

This position is remote, but the incumbent sometimes works in the NACUBO office located in downtown Washington, DC. The incumbent will use standard office equipment such as a laptop or computer, phone, and printer/copier. Temperatures in a remote and office environment may fluctuate.

Physical Demands

1. Sedentary work: Exerting up to 10 pounds occasionally.
2. To perform the duties of this position, the employee is regularly required to talk and hear. The employee may frequently be required to stand, walk, use hands and fingers to type, handle or feel, and reach with arms and hands.

Position Type/Expected Hours of Work

This is a full-time regular position. Typical days and hours of work are Monday through Friday 8:45 a.m. to 4:45 p.m. This position may be eligible for an alternate work arrangement (i.e., flextime), please refer to the Employee Handbook for details. There may be occasional evening and weekend work as job duties or projects require it.

Travel

Travel will occur and overnight travel is expected throughout the year. Travel is primarily local during the business day; however, some out-of-the-area travel and overnight may be expected.

EEO Statement

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Other Duties

Please note that this position description does not cover, contain, or list a fully comprehensive listing of duties or responsibilities that are required of the employee in this role. Duties, responsibilities, and activities may change at any time with or without notice.

Competitive Benefits

• Healthcare benefits are available with this position.
• Other benefits available include dental and vision.
• Life insurance, accidental death & dismemberment (AD&D), short- and long-term disability, and access to our employee assistance program (EAP).
• Retirement: Voluntary employee contributions and employer matching.
• Paid Holidays and Paid Time Off.