Advancement Administrative Assistant

JOB SUMMARY
 

The Administrative Assistant supports the daily operations of the fundraising office by providing high-level administrative and logistical support to the Vice President of Institutional Advancement (VP) and the team. This role is responsible for managing schedules, handling donor correspondence, maintaining accurate database records for trusteeship materials, and assisting with travel logistics for the VP and other leadership. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities while maintaining professionalism and discretion.
 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Office Administration:

• Provide administrative support to the Vice President of Institutional Advancement with calendar management, travel coordination, and meeting logistics

• Assists with setting up donor visits for the President and key university volunteer solicitors

• Serve as first point of contact for donor inquiries via email, phone, mail, and in-person

• Draft, format, and proofread correspondence sent on behalf of the Vice President

• Responsible for office supply ordering and management

• Process invoices and expense reports related to fundraising activities

• Serve as a liaison between fundraising staff and internal/external stakeholders
   

Data Management:

• Assist with donor database maintenance: inputting contact information, tracking donations, generating reports, and maintaining data accuracy

• Manages Trusteeship Committee materials, including reports, charts, and data entry 
   

Fundraising Support and Stewardship:

• Assist in coordinating mailings and donor communications 

• Support event planning and logistics for donor meetings, cultivation events, and stewardship activities

• Execute routine stewardship mailings and acknowledgements

The work of our organization may change as we continuously seek to have greater impact. All of our team members must be flexible and able to adapt to short and long-term shifts in their job duties.

REPORTING RELATIONSHIPS

• This position reports to the:  Vice President of Institutional Advancement

• This position does not supervise other employees.

• This position may contribute in supervising 1-2 student workers.

• BUDGET MANAGEMENT RESPONSIBILITIES

• This position is responsible for the following budget:  N/A

• Budget Range: This position is not responsible for the management of a budget.
   

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

Describe the knowledge, skills and abilities required to perform the essential functions of the job. 

• Working knowledge of Microsoft Office Suite, Google Suite.

• Ability to maintain confidential information and to foster trust among donors and prospects.

• Ability to manage detailed checklists and logistics related to travel.

• Strong attention to detail.

• Working knowledge of email, word processing and spreadsheet applications (Excel, Word, Gmail).

• Working knowledge of database structures.

• Strong collaboration and communication skills.

• Outstanding organization and time management skills.

• Ability to proofread a wide variety of written pieces.

MINIMUM EDUCATION/EXPERIENCE

• High School Diploma or GED equivalent.

• Minimum 2+ years professional experience using Microsoft Office and Google suites.

• Minimum 2+ years working in a professional office setting.

• Minimum of 2+ years working with email, word processing and spreadsheet applications (Excel, Word, Gmail).

• Strong interpersonal skills
   

PREFERRED EDUCATION/EXPERIENCE

• Experience with Raiser’s Edge software

• Experience with the product Workday
   

REQUIRED LICENSURE/CERTIFICATION/REGISTRATION

• N/A

WORKING CONDITIONS / EQUIPMENT

Must be able to perform the following essential functions with or without a reasonable accommodation:

• Must be able to work on a computer for extended periods of time

• Ability to lift at least 25 lbs on an occasional basis

• Ability to travel on and off campus locations

ADDITIONAL INFORMATION

• This is an in-person, full time, 1.0 FTE, non-exempt position, 12 months a year.

• Salary for this position is $21.00 an hour