Job Title: External Affairs Specialist

Department: External Affairs

Position Reports to: Director of Administration and Operations, External Affairs

Position Class: Exempt/Full-Time

Job Summary

The External Affairs Specialist provides administrative, operational, and event support to the Office of External Affairs at Jacksonville University. This position supports the Senior Vice President of External Affairs and the Director of Administration and Operations by coordinating schedules, communications, projects, and departmental processes to ensure the efficient execution of External Affairs initiatives. Serving as a key support resource for the division, the specialist helps maintain organization and alignment across departmental activities, facilitates communication among internal and external stakeholders, tracks projects and deadlines, and assists with day-to-day operations. The role also provides logistical and administrative support for university-wide, community engagement, donor, and athletics-related events as needed.

The successful candidate will be highly organized, detail-oriented, and proactive, with strong communication skills and the ability to manage multiple priorities while supporting the mission and goals of Jacksonville University.

Supervisory Responsibilities:

• • Oversees the daily workflow of the department.
  • Oversees cross departmental projects and communications within External Affairs, Marketing & Communications, University Advancement, and Athletics.
  • Operates per the direction of the Director of Administration and Operations in any capacity deemed necessary within the department.

Duties/Responsibilities:

Administrative & Executive Support

• • Support scheduling logistics and calendar management for the Senior Vice President of External Affairs in collaboration with the Director of Administration and Operations.
  • Prepare, organize, and distribute agendas, briefing materials, presentations, and meeting documentation. Oversee meeting logistics, e.g., location, phone/dial-in information, communication with attendees, room reservations, materials, catering (when needed).
  • Serve as the primary office contact for External Affairs for phone calls, mail, supply orders, and general departmental inquiries
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  • Assist with Board of Trustees, advisory board, and leadership meeting logistics and materials.
  • Assist with budget tracking, invoice processing, expense reconciliation, and other administrative functions.
  • Perform other administrative duties and special projects as assigned.
  • Reporting & Process Effectiveness

Reporting & Process Effectiveness

• • Assist with the preparation, compilation, and distribution of departmental reports, dashboards, and other operational documents.
  • Enter contact reports, maintain records, and support data management activities as requested.
  • Collaborate with the Director of Administration and Operations and Advancement Services to support efficient workflows, data integrity, and effective departmental operations.

Project & Event Coordination

• • Assist with planning, scheduling, and tracking of departmental meetings and cross- functional projects, including timelines, deadlines, and deliverables to support departmental priorities.
  • Support the execution of donor, alumni, community engagement, university-wide, and athletics-related events as needed.
  • Facilitate communication and coordination among internal departments, external partners, vendors, and volunteers.
  • Provide operational and logistical support to help ensure successful implementation of departmental goals and initiatives.

Required Skills/Abilities:

• • Excellent communication, project, and management skills.
  • Excellent analytical thinking and computer-based problem-solving skills.
  • Effective oral and written communication skills.
  • Must be a quick and adaptive learner who can develop and implement new processes.
  • Ability to maintain regular check-ins with supervisors regarding workload, priorities, and any challenges or difficulties with assignments.
  • Ability to take initiative, use sound judgment, and ask questions as needed.

Education, Certificates, Licenses, and Experience:

• • Bachelor’s Degree required
  • Must have excellent writing skills
  • User experience in Raiser’s Edge or other CRM database preferred.
  • Efficiency in Microsoft applications, Excel, Outlook, Word, Publisher, etc.

Physical Requirements:

• • Work is primarily indoors, but requires the employee to be in an outdoor environment when traveling between campus buildings or being off-campus
  • Standard office hours are 8:30 a.m. to 5:00 p.m., Monday - Friday
  • Attendance at evening and weekend events may be required
• • Employee will be exposed to frequent noise caused by telephones, office machines, and traffic through open office area
  • Manual dexterity to efficiently operate a computer keyboard and other business machines
  • Near vision sufficient to read written communications and computer display screens
  • 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.
    
    Acknowledgment
    Submission of my application is an acknowledgement of receipt and understanding of this job description. I verify that I am capable of and willing to fulfill all essential functions of this position. I am willing to be flexible and willing to do various jobs that are not listed, as the need arises.