Office Administrator

Advancement Office Administrator – University of Illinois Springfield

Under general supervision, this position serves as an aide to the Division of Advancement and as the primary contact for questions regarding gift transactions; supports the staff of the Division of Advancement with donor events, fundraising projects, operational and procedural tasks; and handles information of a highly confidential nature.

• Supports daily office operations through responsibilities such as document preparation and copying; screening, prioritizing, and distributing mail to appropriate staff; checking UIS Advancement emails and voicemails daily; coordinating calendars and meetings; processing expense reports for leadership; and performing additional administrative tasks to advance smooth and efficient workflow.
• Screens calls and visitors, determines needs and directs call/visitors as necessary, personally handling routine inquiries, requests or problems; screens and prioritizes mail and distributes to appropriate staff; serves as the alternate Assistant to the Vice Chancellor for Advancement when the Business Manager is absent.
• Assists staff in special projects involving gifts and in planning and executing events as needed, such as attending event planning meetings, taking notes, working with units, setting up decorations, working reception, etc.; enters and tracks event RSVPs in Cvent and TED, prints name tags and table cards.
• Compiles and verifies information in TED; updates demographic information in TED; updates committee and demographic information in TED; researches online individuals, companies, etc. as requested; assists in applying opt‑out codes in TED.
• Processes gifts; prepares gift transmittals, bank deposits, and scans documents to UIF; researches and follows up on questions and errors; prints and mails the weekly donor thank‑you letters. Serves as the primary contact/liaison for UIF, UIS units, and other staff for questions from donors, staff and units regarding gift transactions.
• Works with Stewardship and Donor Relations Coordinator to provide support in the planning and execution of the annual Scholarship Luncheon; assists in the review, management and mailing of recipient thank‑you letters and bios and post‑event communications.
• Assists in the search, evaluation, hiring, and training of Advancement Student Worker(s).
• Attends Division of Advancement meetings; attends Foundation, University and campus training sessions and meetings as needed (both on and off campus). Serves as FABweb Unit Rep – conducts biennial inventory of equipment and ongoing inventory and replenishment of office supplies; utilizes project management tools to track the status of mass communications. Other duties as assigned.

• High school diploma or equivalent.
• Any one of the following: A. Four (4) years (48 months) of work experience comparable to the third level of this series or B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

• Knowledge of U of I system and/or experience in a higher education setting.
• Bachelor's degree.

Proficiency with Microsoft Office suite (e.g. Word, Excel, PowerPoint) as well as with an Internet browser (e.g. Microsoft Internet Explorer, Mozilla Firefox, or comparable browser).

Performing Administrative Activities – Performing day‑to‑day administrative tasks such as maintaining information files and processing paperwork.

Communicating with persons outside organization – Representing the organization to the public, government, and other external sources, communicating in person, in writing, or by telephone or e‑mail.

Oral and Written Expression – The ability to communicate information and ideas verbally and in writing so others will understand; ability to type and transcribe accurately.

Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize, organize, and accomplish your work.

Ability to recognize and appropriately handle items of a sensitive and confidential nature.

• Sitting – Frequently
• Lifting – Occasionally
• Carrying…