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, cultivating civic responsibility, social justice, inclusive leadership and service.

Hamline University is an Equal Opportunity employer and 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. The University will provide reasonable accommodations to qualified individuals with disabilities.

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 manages schedules, handles donor correspondence, maintains accurate database records for trusteeship materials, and assists 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.

• 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.
• Manage 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.

This position reports to the Vice President of Institutional Advancement. The role does not supervise other employees but may supervise 1–2 student workers.

Not applicable. This position is not responsible for budget management.

• Working knowledge of Microsoft Office Suite and Google Suite.
• Ability to maintain confidential information and foster trust among donors and prospects.
• Ability to manage detailed checklists and logistics related to travel.
• Strong attention to detail.
• Proficiency in 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.

• 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.

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

• 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.

Position is in‑person, full time, 1.0 FTE, 12 months a year. Salary is $21.00 per hour.

Since 1854, Hamline has set the standard for excellence in education, continuing today with driven individuals committed to scholarship, leadership, and fellowship, working together to enact positive change locally, nationally, and globally.