Job Details
Position Type: Non Classified
Job Title: Administrative Specialist III - Institutional Advancement
Classification Title: Administrative Specialist III
Campus Location: ASU Beebe
Job Description:
GENERAL DESCRIPTION The Administrative Specialist III provides comprehensive administrative and operational support to the Associate Vice Chancellor for Institutional Advancement and the Advancement Office. This position serves as a central point of coordination for office operations, donor and alumni records, financial processing, event support, and internal communications. The role requires a high level of organization, attention to detail, discretion, and the ability to manage multiple…
priorities in a fast-paced, team-oriented environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provide daily administrative support to the Associate Vice Chancellor for Institutional Advancement, including preparing correspondence, managing documentation, and supporting office operations.
- Serve as the primary point of contact for the Advancement Office, providing professional customer service to visitors, students, faculty and staff via phone, email and in person.
- Coordinate office workflow, communications, scheduling and maintain the Associate Vice Chancellor’s calendar.
- Maintain organized digital and physical records, databases and documentation using Microsoft Office 365 and institutional systems.
- Process incoming and outgoing mail, communicate reminders regarding deadlines and reports, and assist with internal reporting needs.
- Assist with budget tracking, purchasing processes, requisitions, P-card transactions, inventory coordination and procurement activities in accordance with institutional policies and procedures.
- Support travel arrangements, vehicle reservations, travel approvals and reimbursement processes for the Associate Vice Chancellor and Advancement staff.
- Maintain accurate donor and alumni records, including rosters, mailing lists and database management.
- Process and track funds related to donations, ticket sales and Advancement activities, including preparing deposits and coordinating with the ASU System Foundation and Finance Office.
- Assist with donor communications, acknowledgments, pledge tracking, payroll deductions and account setup.
- Support planning and execution of Advancement events, meetings and engagement activities, including logistics, materials, agendas, minutes and follow-up tasks.
- Maintain confidentiality of donor, financial and institutional information while demonstrating professionalism, initiative and the ability to work independently under pressure.
Required Qualifications:
Minimum Qualifications
· High school diploma or equivalent required; associate’s degree preferred.
· One-year administrative experience, preferably in higher education, nonprofit or office management environment.
· Strong organizational, time management and multitasking skills.
· Excellent written and verbal communication skills.
· Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams).
Preferred Qualifications:
Preferred Qualifications
· Experience with purchasing, budgeting, inventory management or procurement processes.
· Familiarity with donor databases or CRM systems (e.g., Raiser’s Edge).
· Experience supporting events, fundraising activities or alumni relations.
· Experience with e-news platforms, Canva, JotForm or similar tools.
Minimum Salary or Salary Range: $27,577 minimum salary or commensurate with experience
