AA to Office

Position Title: Administrative Assistant to the Office of Advancement

Department: Advancement

Reports to: Vice President of Advancement

FLSA Classification: Exempt

Hours: Minimum of 40 per week

Work Location: Wilmore, KY

Position Summary: The Administrative Assistant for the Office of Advancement plays a pivotal role in creating a welcoming and well-organized environment that reflects the mission and values of Asbury Theological Seminary. Serving as a trusted partner to the Vice President of Advancement and the broader team, this position helps ensure that relationships with donors, alumni, faculty, staff, and students are nurtured with care and professionalism.

Through thoughtful coordination, clear communication, and attention to detail, the Specialist supports both the internal operations of the department and its outward-facing engagement efforts. By blending administrative excellence with a heart for service, this role strengthens the department’s impact and helps advance the Seminary’s mission.

Essential Functions

1. Administrative Support to the Office of Advancement

• Initial Contact for department hospitality for staff, faculty, students, donors, and alumni.
• Process mail and maintain correspondences and other modes of communications with donors and alumni.
• Provide support with Development mailings and assist staff with special projects.
• Purchase and maintain all equipment, office needs, and hospitality items.
• Manage use of Advancement Conference Room.

2. Administrative Support to the VP of Advancement

• Write and prepare minutes for departmental meetings and distribute to meeting members.
• Assist with the VP's calendar and meeting reservations as requested.
• Perform other duties and requests assigned by the VP of Advancement.

3. Operational Support

• Distribute reports related to the Advancement department to the Board of Trustees.
• Process invoices, request for payments, expense reports, and purchase orders for the Advancement Department.
• Prepare and monitor Advancement budget for review by the VP of Advancement.
• Prepare and submit annual data for tATS and various other reports.

4. Donor Stewardship

• Manage and correspond with the Stewardship caseload to keep them engaged in the mission of Asbury Seminary.
• Provide opportunities for prayer request needs.
• Follow up on caseload requests.

Required/Preferred Skills

Skills

• Strong verbal, written, interpersonal and organizational skills.
• Ability to maintain a professional demeanor and confidentiality.
• Experience with databases, report writing programs, and Microsoft Office.
• Ability to exercise initiative and independent judgment in handling challenges and non‑routine situations and inquiries.

Education and Experience

Education

• Associate's or Bachelor's degree preferred.

Experience

• Administrative experience, preferably in higher education or nonprofit organizations.