Advancement Administrative Assistant

Hamline University Administrative Assistant

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

Job Summary

The Administrative Assistant supports the daily operations of the fundraising office by providing high-level administrative and logistical support to the Vice President of Institutional Advancement (VP) and the team. This role is responsible for managing schedules, handling donor correspondence, maintaining accurate database records for trusteeship materials, and assisting with travel logistics for the VP and other leadership. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities while maintaining professionalism and discretion.

Essential Functions and Responsibilities

Office Administration:

• Provide administrative support to the Vice President of Institutional Advancement with calendar management, travel coordination, and meeting logistics
• Assists with setting up donor visits for the President and key university volunteer solicitors
• Serve as first point of contact for donor inquiries via email, phone, mail, and in-person
• Draft, format, and proofread correspondence sent on behalf of the Vice President
• Responsible for office supply ordering and management
• Process invoices and expense reports related to fundraising activities
• Serve as a liaison between fundraising staff and internal/external stakeholders

Data Management:

• Assist with donor database maintenance: inputting contact information, tracking donations, generating reports, and maintaining data accuracy
• Manages Trusteeship Committee materials, including reports, charts, and data entry

Fundraising Support and Stewardship:

• Assist in coordinating mailings and donor communications
• Support event planning and logistics for donor meetings, cultivation events, and stewardship activities
• Execute routine stewardship mailings and acknowledgements

The work of our organization may change as we continuously seek to have greater impact. All of our team members must be flexible and able to adapt to short and long-term shifts in their job duties.

Reporting Relationships:

• This position reports to the: Vice President of Institutional Advancement
• This position does not supervise other employees.
• This position may contribute in supervising 1-2 student workers.
• Budget Management Responsibilities: This position is responsible for the following budget: N/A
• Budget Range: This position is not responsible for the management of a budget.

Required Knowledge, Skills, Abilities and Key Competencies

• Working knowledge of Microsoft Office Suite, Google Suite.
• Ability to maintain confidential information and to foster trust among donors and prospects.
• Ability to manage detailed checklists and logistics related to travel.
• Strong attention to detail.
• Working knowledge of email, word processing and spreadsheet applications (Excel, Word, Gmail).
• Working knowledge of database structures.
• Strong collaboration and communication skills.
• Outstanding organization and time management skills.
• Ability to proofread a wide variety of written pieces.

Minimum Education/Experience

• High School Diploma or GED equivalent.
• Minimum 2+ years professional experience using Microsoft Office and Google suites.
• Minimum 2+ years working in a professional office setting.
• Minimum of 2+ years working with email, word processing and spreadsheet applications (Excel, Word, Gmail).
• Strong interpersonal skills

Preferred Education/Experience

• Experience with Raiser's Edge software
• Experience with the product Workday

Required Licensure/Certification/Registration

• N/A

Working Conditions / Equipment

• Must be able to work on a computer for extended periods of time
• Ability to lift at least 25 lbs on an occasional basis
• Ability to travel on and off campus locations

Additional Information

• This is an in-person, full time, 1.0 FTE, non-exempt position, 12 months a year.
• Salary for this position is $21.00 an hour

All questions marked 'Required' need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.