Exempt Salaried Position Description

Position Summary

Provides administrative support to the Office of the President, the OFIC Board of Trustees and its committees.  Assists in the coordination and administration of information, materials, meetings, events and tasks related to the President’s administrative, campaign, and collaborative cost-saving activities, and direction of staff activities. Assists with marketing and communications efforts in coordination with the Senior Director, Marketing and Communications. Position is full-time (40 hours a week), Monday through Friday, and reports to the President.


  • Serves as liaison for the President’s office, representing the President to trustees, executives, and prospects and donors; promotes positive working relationships.

  • On behalf of the President, serves as a reference to OFIC staff, member campuses and outside parties; acts as a clearinghouse for activity, schedules and messages.

  • On behalf of the President, coordinates materials, meetings, phone calls, and related activities to make contact with prospects and donors, and help recruit new board members.           

  • Assists in coordination and direction of OFIC events and activities as they relate to the OFIC Board, as directed by the President or the Senior Director, Marketing and Communications.

  • Provides administrative support to the President and Senior Director, Marketing and Communications in the planning, scheduling and preparation of marketing publications and other materials for OFIC awareness, fundraising and collaborative efforts. Works with outside vendors to prepare plaques and awards for OFIC events and donors who reach giving milestones.

  • Maintains project tracking system on behalf of the President.

  • Coordinates the President’s calendar in relation to OFIC activities and travel; makes meeting, travel arrangements and reservations as needed to accommodate the President.

  • Reviews the President’s daily mail; organizes and directs to staff or handles as appropriate on behalf of the President.

  • Performs administrative tasks for OFIC collaborative programs, as needed, such as updating service content for OFIC website, providing communications to OFIC member participants, gathering up-to-date information from vendors and collaborative organizations (e.g., Microsoft, UPS, Coalition for College Cost Savings).

  • Maintains rosters and listings as required for the OFIC Board of Trustees, Executive Committee and standing committees; manages nomination committee recommendations for OFIC Board appointments.

  • Coordinates materials and production of information for the OFIC Board of Trustees, Executive and standing committee meetings; and, as required, prepares minutes of meetings to represent activities and actions of the OFIC Board and its committees.

  • Prepares correspondence, call reports, special program reports, minutes, etc., transcribes recorded information, as required by the President’s office.

  • Oversees central filing and data housed in computerized systems for the Office of the President, the OFIC Board of Trustees, and its committees.

  • Maintains confidentiality relative to staff, college or university communication, donors and trustee information.

  • Works cooperatively with OFIC and member college and university staffs, and assists in direction of staff projects to accomplish organizational priorities.

  • Other duties as may be assigned.

Requirements for this Position

Bachelor’s degree preferred; relevant work experience may be substituted. Minimum five years previous administrative or secretarial experience at the executive-level, preferably in nonprofit organization. Outstanding grammar and spelling; strong verbal and written communication skills; proficient use of computer software (Microsoft Office Word, Excel, PowerPoint); attentive to detail and highly organized; able to work within timelines and independently to complete assigned tasks; ability to provide leadership and direct support staff; sense of humor and pleasant, cooperative attitude with ability to appropriately and effectively represent OFIC executive staff to corporate executives, donors and college or university presidents.

OFIC is an equal opportunity employer and provides a competitive salary and attractive benefits package, including health, dental, vision, life and LTD insurance, 403(b) retirement program, and four weeks paid vacation. Salary range for this position is $55,000 - $70,000 based on level of applicable experience.

To apply, email a cover letter outlining qualifications, a resume and three professional references to OFIC at application@ofic.org.  Application deadline is Monday, December 3, 2018.