"Executive Administrative Specialist for Advancement"

Summary of Responsibilities

Schreiner University is seeking a dynamic and highly organized Executive Administrative Specialist who will play a pivotal role in supporting the Division of Advancement. This individual will be an enthusiastic team member committed to donor engagement, alumni relations, and fundraising success. The ideal candidate will demonstrate superior customer service, strong communication and organizational skills, and a high level of professionalism while managing multiple priorities in support of strategic initiatives like the Cornerstone Campaign and Schreiner 2030.

This position provides executive-level administrative support to the Vice President for University Advancement and supports the Advancement team through project coordination, calendar and event management, communication preparation, and budgeting tasks. The role also requires frequent interaction with trustees, donors, alumni, and regional community leaders and will help ensure timely execution of fundraising, stewardship, and university events.

Essential Functions

• Office Management:
  • Support the daily operations of the Advancement office.
  • Maintain donor database and constituent records with discretion and accuracy.
  • Ensure the team has supplies, logistics, and materials needed for success.
  • Serve as a point of contact for internal and external stakeholders, maintaining confidentiality.
• Document and Communication Preparation:
  • Draft, proofread, and prepare correspondence, presentations, donor acknowledgments, campaign materials, and reports.
  • Coordinate mailings and digital communications related to fundraising campaigns and events.
  • Support the creation and distribution of impact reports and campaign updates.
• Calendar and Meeting Management:
  • Manage schedules for the VP and Advancement team, including meetings with donors and campus leaders.
  • Prepare meeting materials and record key takeaways and action items.
  • Coordinate Advancement Board and committee meetings.
• Event and Campaign Support:
  • Plan and manage logistics for donor events, alumni gatherings, and advancement functions.
  • Support campaign milestone events (e.g., Cornerstone Campaign celebrations).
  • Coordinate with Marketing and University Relations on materials and outreach.
• Budget and Procurement:
  • Track and reconcile Advancement budgets, expenditures, and reimbursements.
  • Process purchase orders, vendor contracts, and monitor campaign-related spending.
  • Ensure financial activities align with university policies.
• Travel Support:
  • Arrange travel for the Vice President and Advancement staff, including itineraries, accommodations, and reimbursements.
• Project Management:
  • Assist with donor stewardship projects and data tracking for campaign goals.
  • Coordinate advancement calendars, timelines, and deadlines for initiatives.
• Other Duties:
  • Participate in special projects as needed.
  • Represent Advancement at university functions and events.

Qualifications

Education and Experience:

• Bachelor’s degree preferred or equivalent combination of education and three years of relevant administrative experience in advancement, development, fundraising, or higher education.

Skills Required:

• Excellent verbal and written communication.
• Strong organizational skills with the ability to manage multiple tasks.
• Advanced proficiency with Microsoft Office Suite, especially Excel and Word.
• Experience with donor databases (e.g., Raiser’s Edge or similar) is preferred.
• Ability to maintain confidentiality, professionalism, and discretion.
• Familiarity with event planning and donor stewardship practices.

Licenses:

• Valid Texas driver’s license and good driving record.