Administrative Specialist III - Institutional Advancement

Administrative Specialist III - Institutional Advancement

General Description
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.

• 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.

• 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).

• 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, Jot Form or similar tools.

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.