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Administrative Assistant II/Budget Administrator, President's Office

Posting Details

Position Information

Who We Are

At Gonzaga we don’t just state our mission. We live it every day as a Catholic, Jesuit, and humanistic University. It is the reason we exist and the foundation for our purpose: educating students for lives of leadership and service. From students to faculty and staff members, everyone here knows what we stand for – and they know how valuable our mission is to the success of our institution.

Our competitive benefit packages are part of Gonzaga’s commitment to care for the whole person. Packages include medical, dental, vision, life insurance, disability insurance, flexible spending accounts, retirement, tuition benefits, and other University-provided benefits.

We also provide numerous resources which help bring balance to the complexities of work and personal life through our work/life and wellness programs.

Position Title Administrative Assistant II/Budget Administrator, President's Office
Department President's Office
Classification Non-Exempt
Job Summary

The Administrative Assistant II/Budget Administrator in the Office of the President serves as the Budget Administrator and Office Receptionist, providing administrative support to the Executive Assistant to the President (EAP) and serving as back-up support to the President in EAP’s absence. In addition, offers administrative support to the Faculty Advisor to the President and serves as the Budget Officer and Office Receptionist. This position requires a highly motivated professional to assist with office management and workflow coordination responsibilities, while working with highly sensitive and confidential matters.

Work Schedule
Hours per Week 40
Months per Year 12
Employment Status Regular
Temporary or Fixed-Term Assignment End Date
Total Rewards Depends on Experience
Essential Functions

• Offers a wide-range of administrative support to the Executive Assistant to the President.

• Assists the Executive Assistant to the President with all aspects of the President’s budget, including all department budgets (restricted and unrestricted), Trustees and Regents, Chief of Staff, Staff Assembly, Stewardship and Sustainability, in addition, assist with the expenses from Institutional and Contingency budgets, using Banner and Excel. Meets regularly with the Executive Assistant to review the current status of the budget. Maintains accurate and current financial records, managing day-to-day operations. Including: Visa reconciliation through Concur, budget reconciliation, transfers, expense reports, purchase orders, and petty cash. Utilizes the Banner system to prepare reports and reconcile budgets with the Controller’s Office. Attends regular Budget Group Meetings with the Executive Assistant to the President, or independently, to ensure we meet the budget preparation timeline requirements and deadlines.

• Serves as the Receptionist and first point of contact in the Office of the President. Ensures effective office communication by answering phones, referring callers and visitors, and using discretion in responding to inquiries and providing information in either verbal or written form. Works with the Executive Assistant to determine best course of action and monitors follow-up.

• Maintains multiple calendars including scheduling appointments, Cabinet conferences, meetings, and other events as advised. Works collaboratively to maintain an extremely busy and shifting office calendar involving the scheduling and coordination of appointments, meetings, luncheons and dinners.

• Prepares the President’s daily binder for review by the Executive Assistant, to ensure the President has what is needed for each appointment.

• Tracks the President’s appointments providing timely notices at the conclusion of each meeting.

• Manages the use and scheduling of the President’s Conference Room and Loyola Dining room using EMS.

• Maintains an extensive filing and inventory system.

• Manages ordering and inventory of all office supplies to keep the office running efficiently.

• Opens, sorts, reviews and distributes all incoming mail and tracks key documents.

• Assists the EAP with travel arrangements for the President, and others as requested, including: Working with the travel agent for flights, accommodations and car arrangements, ensuring best schedule options for both financial and efficiency purposes. Ensures accuracy of details and appointments. Maintains key information electronically for easy access by the travelers. Reviews Presidential travel with the Executive Assistant prior to briefing the President on the trip.

• Performs a wide range of administrative and word processing duties of a confidential, sensitive and complex nature requiring mature judgment, initiative, and discretion.

• Drafts and/or prepares correspondence for final review.

Other Functions

• Assists the Events Coordinator with events and meetings as requested. Duties may include planning and arranging specific program events, meetings, luncheons, and dinners for distinguished guests, honorees, University Board members, donors, and friends of the University. Attends University events as requested.

• Routinely works with the University Board of Trustees and Regents, Vice Presidents, Deans, donors, community leaders, alumni, legislators, faculty, staff, and students.

• Expected to function independently using discretion and maintaining a high degree of confidentiality.

• Performs related duties as assigned in support of the Gonzaga University mission and strategic plan.

Supervision Given/Received

Position reports to the Executive Assistant to the President.

Minimum Qualifications

• Bachelor’s degree.
• Three to five years administrative support experience, including two years managing an office budget.
• Ability to compose highly technical correspondence including: letters, reports, and presentation for final review. Requires strong spelling, grammar, punctuation, and proofreading skills.
• Must be highly motivated and able to work in a fast-paced environment with minimal supervision. Must possess excellent organizational skills and the ability to handle multiple tasks simultaneously.
• Demonstrate strong communication and interpersonal skills in order to work effectively with faculty and staff, students, alumni, volunteers, donors and the general public.
• Must be proficient with Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint.
• Must be highly motivated and able to work in a fast-paced environment with minimal supervision.
• Ability to maintain confidentiality.
• Typing skill must meet 70 wpm minimum.

Desired Qualifications

• Work experience in a higher education setting.
• Experience with SCT-BANNER integrated database.
• Experience with Concur

Physical Demands

Typical office work requires the ability to lift up to 20 pounds, reach, bend, kneel, stoop, and sit. Wrist and hand movements required for keyboarding. Ability to work varied hours as needed. Ability to travel by car or air. Ability to be mobile campus wide for appropriate business needs.

Open Date 09/11/2017
Close Date 09/25/2017
Open Until Filled No
Application Review Begins On
Special Instructions to Applicants
EEO Statement

Gonzaga University is a Jesuit, Catholic, humanistic institution, and is therefore interested in candidates who will contribute to its distinctive mission. Gonzaga University is a committed EEO/AA employer and diversity candidates are encouraged to apply. All qualified applicants will receive consideration for employment without regard to their disability status and/or protected veteran status.

Clery Statement

Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics

The safety of all members of the campus community is of vital concern to Gonzaga University. Information regarding crime prevention advice, the law enforcement authority of Campus Security, policies concerning the reporting of any crimes which occurred on the campus (and other specified locations), other security and safety-related policies, as well as the crime statistics for the most recent 3-year period may be found in the Campus Safety and Security Guide and Annual Fire Safety Report. The Gonzaga-In-Florence Safety & Security Guide is also available.

A paper copy of the Campus Safety & Security Guide and Annual Fire Safety Report or the Gonzaga-In-Florence Safety & Security Guide may be obtained by contacting the Student Development Office on main campus, College Hall 120. The Florence Guide may also be obtained on the Florence campus in room 105.

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Bachelor’s degree?
    • Yes
    • No
  2. * Do you have three to five years of administrative support experience, including two years managing an office budget?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents