Administrative Specialist III - Institutional Advancement

Administrative Specialist III - Institutional Advancement

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 - Commensurate with experience

Physical Activities:

• Stand - occasionally
• Walk - occasionally
• Sit - regularly
• Use hand to finger, handle, or feel - regularly
• Reach with hands and arms - regularly
• Climb or balance - occasionally
• Stoop, kneel, crouch or crawl - occasionally
• Talk or Hear - regularly
• Taste or smell

Physical Exertion:

• Up to 10 pounds - frequently
• Up to 25 pounds - occasionally
• Up to 50 pounds
• Up to 100 pounds
• More than 100 pounds

Vision Requirements:

• Close vision, Distance vision, Color vision, Peripheral vision, Depth perception, Ability to adjust focus

Posting Detail Information:

• Background Check Statement - This position will be subject to a pre-employment criminal, sex-offender registry background check. In cases where pre-determined, an additional financial/credit history/ background check may be required as well. Convictions that have been sealed or legally eradicated and misdemeanor convictions for which probation was completed and the case was dismissed, will be excluded. Disclosure does not constitute an automatic bar to employment. Factors such as dates of the offense, seriousness and nature of the violation, rehabilitation and position applied for will be taken into account.
• Background Check Requirements - Both
• ASU Beebe EEO Statement - Arkansas State University-Beebe shall provide equal opportunity for employment to all persons regardless of race, color, religion, sex, national origin, disability, age, or veteran status, and shall strive to achieve full and equal employment opportunity throughout our campuses for faculty and staff. Our goal is to foster a workplace community where individuals are valued for their diverse backgrounds and differences.