Administrative Specialist - Institutional Advancement

Administrative Specialist
- Institutional Advancement

Position Title Administrative Specialist
- Institutional Advancement

Position Number 120749

Department

Department Institutional Advancement

Under general supervision, performs advanced-level administrative, donor records, financial processing, and public relations/communications work for the Institutional Advancement Office. Exercises independent judgment in coordinating donor and alumni database management, financial transaction processing, media and social media communications, and event and governance support in direct service to the office of the Vice President for Institutional Advancement. Requires broader discretion than entry-level administrative classifications due to the combined scope of donor stewardship, financial administration, and public-facing communications responsibilities.

May coordinate the work of student workers and interns. Performs other related duties as assigned.

Bachelor’s degree in Business Administration, Communications, Public Relations, or a related field; and three to five years of progressively responsible experience in fundraising/development, public relations, or administrative operations, preferably in a higher-education or nonprofit setting; or an equivalent combination of education and/or experience.

• (1) donor relations and stewardship practices; (2) university financial and procurement systems (Banner); (3) budgeting and purchasing procedures; (4) public relations and media relations principles; (5) social media platform management; (6) University policies, organization, and activities; (7) personnel/payroll processing basics

• (1) Raiser’s Edge or comparable donor database software; (2) Banner or comparable ERP /financial system; (3) Microsoft Office and content management systems; (4) social media management tools; (5) digital photo/asset management

• (1) exercise independent judgment across concurrent donor-records, financial, and communications functions; (2) maintain confidentiality of donor and financial information; (3) write and edit for varied audiences (donor correspondence, press releases, minutes, reports); (4) communicate professionally with donors, media, and executive leadership; (5) organize and prioritize competing deadlines under moderate to high pressure; (6) provide courteous, service-oriented support; (7) coordinate and informally guide the work of student employees

Works in an office environment with frequent interaction with donors, media representatives, and executive leadership. Requires periodic evening or weekend work to support University events. Moderate to high pressure to meet deadlines and manage multiple concurrent priorities.

S481

St. Thomas

Full Time

$45,000 - $47,000

• Serves as the primary point of contact for the Institutional Advancement Office, screening visitors, callers, and incoming requests
• Receives, sorts, and distributes correspondence; takes action on routine matters or refers items to the appropriate staff with relevant background materials
• Communicates office procedures and guidelines to internal and external stakeholders
• Orders office supplies and coordinates with Physical Plant for repairs, cleaning, or facilities needs

• Maintains an organized filing system for donor and alumni records
• Inputs donor and alumni gift information into the Raiser’s Edge database and updates donor/alumni profiles
• Generates acknowledgment letters and gift receipts
• Maintains photo libraries and University digital asset files; selects and distributes photos and brand elements upon request
• Processes vendor invoices, check requisitions, interoffice service requisitions, travel authorizations/vouchers, purchase requisitions, and credit card transaction reports for the Vice President and office
• Transmits funds to the Accounting Office and deposits donations to the Foundation for UVI account; assists in establishing…