Administrative Specialist for Advancement

Administrative Specialist for Advancement

SUMMARY OF RESPONSIBILITIES

This position is responsible for providing administrative support to the Advancement office and specifically to Alumni Relations and Development.

Under minimal supervision, performs clerical and administrative support activities, including typing, filing, operating office equipment, preparing and entering documents onto electronic and manual records, using computer hardware and software, producing reports, compiling data, organizing resource materials, submitting work orders, database entry, budget tracking, providing general and specific information, directions, referrals, developing schedules and setting up appointments, mailings, and coordinating clerical and administrative activities and processes

ESSENTIAL FUNCTIONS

• Maintains the highest level of confidentiality concerning all matters.
• As requested, maintain appointment schedules and annual calendar of events for alumni and development staff members.
• As requested, make travel arrangements for alumni and development staff.
• Prepare purchase requisitions, check requests, expense vouchers and work orders.
• Assist with taking official minutes of Advancement division meetings.
• Greeting visitors to the Advancement office, receive and route calls, take messages as necessary.
• Perform word processing, data entry, filing, and general clerical duties.
• Provide gift processing support including logging of donations and preparation of acknowledgement letters for VP and Development staff’s review and signatures.
• Create and run queries and reports in the Raiser’s Edge database, as well as input and update address information in the database.
• Support events by doing the following (but not limited to):
  • Manage invitation and response lists
  • Receive RSVPs for event
  • Produce name tags
  • Staff registration tables
  • Help with set up and tear-down
• Set up spreadsheets using Microsoft Office programs.
• Maintain the department’s paper and electronic files.

OTHER FUNCTIONS

• Other duties as assigned.
• Contribute to team effort by accomplishing related results as needed.
• Act to facilitate good communication between employees, clients, and management through interpersonal and professional communication techniques.
• Maintain University safety rules.
• Must work on occasional evenings and weekends.
• Provides back-up support to gift processing team.

ADDITIONAL QUALIFICATIONS

Must have a current valid Texas driver’s license, related insurance and good driving record.

EDUCATIONS, EXPERIENCE AND SKILLS REQUIRED

• Must have a high school diploma or GED.
• 2 years clerical and administrative support experience.
• Ability to communicate effectively, both orally and in writing.
• Knowledge and proficiency in use of general office equipment.
• Knowledge and proficiency in use of Microsoft Office software, including Microsoft Word, Microsoft Excel and Microsoft PowerPoint.
• Knowledge and proficiency in use of database software (Raiser’s Edge and/or Jenzabar experience a plus.)
• Must have problem solving skills.
• Strong organizational skills.
• Accuracy and attention to detail.
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to use sound judgment, maturity and responsibility when dealing with a variety of persons in a public relations capacity and sensitivity to student needs.