UNIVERSITY ADVANCEMENT VP - Exec Asst VP Advancement/Legal Assistant Office of the General Counsel

Job Classification

  Hourly Full-time (35-40)

Position summary

Ensures the effective and efficient functioning of both the Vice President-University Advancement's office and Office of the General Counsel, asssiting and working independently in daily tasks and on various legal matters, projects, and events. 

Qualifications summary

Excellent organizational skills and attention to detail; ability to multitask and juggle many details/projects at the same time; ability to set priorities in a busy work environment; excellent written and oral communication skills; ability to maintain confidentiality; ability to meet tight deadlines; team player; flexibility; calm under pressure; Proficient in MS Office Suite and Adobe Pro.  Willing to put in extra hours as needed.  Knowledge of Andrews University policies, operations, and history suggested.  


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Executive Assistant to the VP, University Advancement and Legal Assistant to the General Counsel

Joint General Duties:

1. Ensures the effective and efficient functioning of both the VP office and the OGC
   
   
   
   
   1. Makes appointments and keep his/her calendar, screens all incoming calls and takes messages when appropriate or directs callers to other university entities, handles mail and correspondence and responds independently when possible.
   
   
   2. Keeps administrative records, submits expense reports, submits credit card statements, filing, manages office budgets, books travel (airline, hotels, rental car, conference registration)
   
   
   3. Various other tasks as assigned
   
   
   
   

 

Vice President University Advancement Duties

 

1. Assists Vice President with various office duties including:
   
   
   
   
   1. Strategic Planning
   
   
   2. Tracking special project pledges and donations
   
   
   3. Communication with donors
   
   
   4. Notes on donor visits
   
   
   5. Administering various life insurance policies
   
   
   6. Coordinates department breakfasts, luncheons, and Christmas party
   
   
   7. Board of Trustees PowerPoint presentations
   
   
   8. Collaboratively writes speeches
   
   
   9. Coordinates the Rotary Youth Appreciation Breakfast
   
   
   10. Coordinates Top 10 meetings and collaboratively writes Top 10 Reasons why Students come to Andrews along with VP and student leaders
   
   
   11. Assists with Almost Anything Goes event
   
   
   
   

 

Office of the General Counsel Duties

 

1. Assist General Counsel with all legal matters including:
   
   
   
   
   1. Assign and track deadlines
   
   
   2. Manage legal files
   
   
   3. Maintain pending matters list
   
   
   4. Revise and edit legal documents
   
   
   5. Subpoenas
   
   
   6. Litigation
   
   
   7. Annual Reports to State of Michigan
   
   
   8. Legal Research
   
   
   9. Land transactions
   
   
   10. Corporate Resolutions, Secretary Certificates
   
   
   
   

 

1. Manages the processing of affiliate agreements for General Counsel
   
   
   
   
   1. Track and follow up on all affiliate agreements submitted by departments
   
   
   2. Check AU standard agreements to confirm no changes, then route for signatures (2 officers must sign)
   
   
   3. All facility created agreements must be approved by GC, compare to previous agreement, if any, and give to GC for instructions/approval
   
   
   4. Input GC edits in redline format and email to facility editing template email as needed
   
   
   5. Receive communication from facility regarding edits and act appropriately; either receiving counsel from GC or accepting approved edits and circulating AA for signatures
   
   
   6. Once signatures are obtained either send to facility for signature or mail fully executed agreement to facility
   
   
   7. Keep department(s) in loop of all written communication with facility
   
   
   
   

Supervisory responsibilities

May supervise student employee

Qualifications

EXPERIENCE

Proficiency in office/clerical/computer skills needed.  An interest and/or knowledge of law is helpful but with proclivity to learn, this can be acquired.  At least one year is needed to experience all aspects of the job.  High organizational, prioritizing, and communication skills are needed.  Confidentiality is a must.  Willingness to put in extra hours to meet deadlines and for annual events (occasional). 

LANGUAGE SKILLS

Ability to communicate effectively in English - both written and oral - is required.  Ability to read, analyze, and interpret general legal documents. Ability to write business corrrespondence.  Ability to understand and communicate effectively with departments on campus and entities off campus, in addition to major donors.  

MATHMATICAL SKILLS

Ability to add and subtract and make sense of a spreadsheet.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Ability to track progress of documents in a spreadsheet with multiple sheets.  Ability to create Excel spreadsheet of donor giving for future campaigns.  Ability to write reports, letters, speeches (collaboratively), organize events, send Outlook invitations, and think outside the box/problem solve.

Interpersonal interactions

Ability to work with all types of personalities in challenging situations as well as posse tact, confidentiality, and have good telephone manners.

Physical demands

Mostly walking and sitting.  Ocassional lifting and carrying.

Work environment

Normal office environment.  Occasional irregular working hours during deadlines and special events.