Administrative Assistant, Advancement

Administrative Assistant, Advancement

This part-time wage position provides administrative and operational support to the Office of Advancement. The role supports donor and board data management, event coordination, stewardship activities, and internal operations. This position is essential to maintain accurate records, supporting engagement efforts, and ensuring successful execution of Advancement programs. Hours: Up to 29 hours per week.

Responsibilities:

Administrative Support

• Maintains and updates donor, prospect, and board records in Patriot Force (Salesforce), including activity reports;
• Reviews and updates advisory board rosters; assists with reporting and data cleanup;
• Maintains electronic filing systems (SharePoint, Teams, shared drives);
• Supports procurement processes, including eVA submissions and order tracking;
• Supports stewardship efforts - drafting and processing donor thank-you correspondence, gift packaging and mailing;
• Conducts basic prospect research and handles confidential information with discretion; and
• Annual Giving Campaign reporting.

Event Support

• Assists with event logistics, including RSVP tracking, registration lists, and materials preparation;
• Supports event setup, execution, and breakdown (as necessary);
• Leads registration processes and tracks attendance at events;
• Reconciles attendance data in Salesforce post-event;
• Assists with coordination of marketing materials and website data integrity; and
• Event based donor tracking and engagement reporting.

Special Projects and Other Related Duties

• Executes special projects and duties as assigned to support the department.

Required Qualifications:

• Prior administrative or office experience;
• Experience working in a fast-paced environment;
• Experience purchasing goods and services for an organization;
• Strong organizational skills and attention to detail;
• Effective written and verbal communication skills;
• Ability to handle sensitive and confidential information;
• Proficiency in Microsoft Office Suite (Excel and Word, including mail merge);
• Strong interpersonal and customer service skills;
• Ability to learn CRM and reporting systems (e.g., Salesforce, Anthology, MicroStrategy);
• Ability to manage multiple priorities and meet deadlines; and
• Ability to lift and carry up to 20 pounds (event materials) and transportation to events.

Preferred Qualifications:

• Experience in higher education, nonprofit, or advancement environments; and
• Familiarity with event coordination or donor stewardship processes.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Assistant, Advancement at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.