"Administrative Assistant - Library Advancement"

Administrative Assistant - Library Advancement

University of Illinois Urbana-Champaign Library

FUNCTION: This position is responsible for managing the advancement operations for the Library Advancement team including: the implementation of gift reporting and acknowledgement processes for Library Advancement; the administration of gifts-in-kind; the engagement of Library volunteers; and the administration of office activities and budget management.

Duties and Responsibilities

Gift Administration and Stewardship

• Manages the acquisition of unsolicited donations of books and materials (gifts-in-kind), in conjunction with donors, Head of Collections and other Library and University of Illinois Foundation staff. Ensures that Deed of Gift forms are circulated, signed, and filed.
• Processes gift transmittals (check, cash, and gift-in-kind) to the University of Illinois Foundation
• Leads the weekly gift acknowledgement process including weekly gift reporting and generation of acknowledgement letters and personalized acknowledgements from unit heads, Dean, and advancement staff.
• Manages "Library is Looking For" and other annual gift opportunities. This includes lists for Friendscript and online, donor acknowledgement, and gift acknowledgement from unit directors.
• Coordinates, orders and records donor recognition materials, plaques, and gifts including birthday gifts for special donors, holiday and birthday cards for Library Friends, window dedication materials, and gifts for special promotions or campaigns.
• Documents all donor communications, including impact reports and personalized acknowledgements from fund managers and the Dean.

Constituent Engagement

• Maintains constituent records including opt outs, addresses and demographic data, and event participation.
• Manages communication with volunteer leadership including meeting invitations, informational communications, volunteer handbook, event attendance, and volunteer biographies and headshots.
• Collaborates with special events team to plan and execute volunteer meetings and events.

Office Management

• Maintains calendars and arranges appointments, meetings, conferences and other engagements for the Assistant Dean.
• Assists with travel planning and reimbursements for the Library Business Office and OVCIA.
• Compiles and submits annual cost of fundraising survey for the University of Illinois Foundation.
• Receives and screens calls for department, answers basic questions, and refers callers to other units as appropriate. Updates emergency contact protocol and directory listings. Evaluates and updates Departmental Procedure Manual.
• Opens and processes mail.
• Coordinates onboarding for new staff.
• Carries out additional related duties as directed, which would be incorporated within the duties as listed above.

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Preferred Qualifications

• Associate's Degree or Bachelor's Degree

Knowledge, Skills, and Abilities

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
• Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
• Oral Expression - The ability to communicate information and ideas verbally so others will understand.
• Written Expression - The ability to communicate information and ideas in writing so others will understand.

Responsibility
Attention to confidentiality

Appointment Information

This is a 100% full-time Civil Service Professional Exempt, Administrative Assistant position, appointed on a permanent basis. The expected start date is as soon as possible after the close of the search. The budgeted salary range for the position is $50,000 to $62,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and budget constraints.

This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on March 3, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Amy Dannowitz at amydanno@illinois.edu. For questions regarding the application process, please contact 217-333-2137.