Administrative Assistant, External Affairs

Summary

Position Title

Administrative Assistant, External Affairs

Department

External Affairs

Status

Full Time/Exempt

Job Summary

The Office of External Affairs oversees University Advancement, Marketing and Communications, Government Relations, Community Engagament and lead engagement efforts for Jacksonville University. The Office of External Affairs develops, shapes and oversees communications, connection, and engagement within and beyond campus, to enhance the University’s reputation, drive revenue and advance its mission and vision. The administrative assistant is responsible for the day to day effectiveness of the External Affairs office and it’s lead team members. This position manages the administrative needs of the senior vice president and supports the administrative needs of the executive director of external affairs. The the Administration Assistant is the point of contact to all external consititients who engage with the Office of External Affairs. A candidate who is professional, engaging and personable will thrive in this role. This position reports to the chief of staff of external affairs and will play a critical role within the team. 

 

Jacksonville University

Jacksonville University is transforming lives through innovations, scientific inquiry, and generating economic opportunity and growth that spans multiple sectors of industry. As northeast Florida’s premier private institution of higher education, Jacksonville University recently celebrated four consecutive years being ranked among the top 25 percent of regional universities on U.S. News & World Report’s prestigious list of Best Colleges, as well as consistent recognition as a Best Value and Military Friendly school. Founded in 1934, Jacksonville University offers more than 100 majors, minors, and programs, including indemand degrees in Nursing, Business, Marine Science, Engineering, Finance, and Psychology, as well as those in the highly specialized fields of Aviation, Communication Sciences and Disorders, Film, Animation, and Healthcare Administration. In recent years, the University has expanded to include five colleges, eleven schools and four institutes, and it has established nearly 500 partnerships with world-class companies, healthcare providers, and community organizations. Every day, Jacksonville University delivers on its unwavering commitment to enhancing the lives of our students, our state, and the world forever. This is a pivotal moment in the University’s history. Early in 2022, Jacksonville University opened its College of Law and began inaugural classes at Jacksonville University Downtown—fulfilling a muchneeded gap in legal education as the first new law school to open in Florida in more than 20 years. Later in the same year, Jacksonville University announced a four-year medical school in partnership with Lake Erie College of Osteopathic Medicine. The medical school is supported by long-term clinical agreements with the region’s preeminent healthcare providers, including Baptist Health, Flagler Health+, AdventHealth, HCA Florida Memorial Hospital, Brooks Rehabilitation, and others. The inaugural class of students is expected to begin in 2026 following the accreditation process and the construction of the medical school building, which will become the centerpiece of the newly constructed Medical Mall. Jacksonville University’s President, Tim Cost, celebrated 10 years of service to the University this February. Under President Cost’s leadership, the University has enjoyed an era of unparalleled success and growth. The Costs helped build the University into a $400 million economic engine for Jacksonville and for the Arlington community it calls home. The growth, and the President’s proactive approach to partnership, also helped attract more than $500 million in private investment and development throughout Arlington. 

Supervisory Responsibilities

• Oversees the calendar and administrative needs for the Senior Vice President.
• Supports the administrative needs of the Chief of Staff of External Affairs, Executive Director of External Affairs and other leadership within the area.
• Manages the day to day of the office.
• Serves at the point of contact for the External Affairs Office. 

Duties/Responsibilities

• Budget tracking and invoice submission
• Travel coordination and booking
• Mailing and print needs for the External Affairs team
• Purchase card management and monthly submission
• Event management as needed including communications support, logistic bookings, catering, and day of coordination
• External Affairs meeting preparations and logistics including agendas, guest experience, etc.
• Presentation preparations for SVP and Chief of Staff as needed
• Coordinates and completes all approvals required of the SVP in a timely manner
• Action entry and contact reports for the SVP and other identified team members
• Office operations, supplies, mail pick up and general organization for the External Affairs team
• Management of the External Affairs website
• Consistently updates the External Affairs materials and external documents
• Adhoc reporting on a weekly, monthly and yearly basis as assigned
• Support as needed to the offices of University of Advancement and Marketing and Communications
• Ensures the organizational charts and orb charts for all areas are updated
• Supports the onboarding process of new members to the team
• Other duties as assigned

Required Skills/Abilities

• Microsoft Suite efficient – Excel, Word, Powerpoint, Outlook
• Exceptional written and verbal communication skills are essential.
• High attention to detail.
• Ability to multi-task in a fast-paced working environment
• Outstanding project management skills.
• Excellent time management and organizational skills.
• High-energy and ability to interact with a wide range of individuals.
• Ability to attend and/or travel for University events.

Education, Certificates, Licenses, & Experience

• Bachelor’s Degree required
• A minimum of three years of progressively responsible experience in administration, fundraising, communications, or external facing divisions.
• Experience supporting an institutional fundraising division is a benefit. 

Physical Requirements

• Must be able to lift and carry equipment and supplies weighing up to 20 pounds.
• Must be able to bend, stoop, and reach.
• Manual dexterity to efficiently operate a computer keyboard and other business machines.
• Adequate hearing to communicate effectively in person and by phone.

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants are asked to submit a copy of their resume, cover letter, and list of references along with a completed JU application to Mary Anne Jolly at mjolly@ju.edu.