Administrative Assistant

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The Administrative Assistant provides specialized administrative support to the Development and Alumni Relations (DAR) office, coordinating departmental activities, managing communications, and assisting with financial, event, and project management tasks in alignment with departmental goals and standards.

• Provides executive-level support to the Development and Alumni Relations Executive Leadership Team, managing calendars, prioritizing meetings, resolving scheduling conflicts, and preparing executives with necessary materials. Acts as the main point of contact, offering high-level customer service and ensuring effective communication across all stakeholders.
• Serves as the SIU Foundation Representative to the Springfield campus, coordinating School of Medicine (SOM) development activities with Carbondale and staying informed of all organizational activities. Acts as the primary liaison between the department and internal/external staff, donors, vendors, and community members.
• Coordinates departmental activities and long-term projects such as organization-wide meetings, planning retreats, donor engagement efforts, and special initiatives. Develops and maintains a comprehensive, organized operational system for the office, including preparing timelines, managing logistics (e.g., AV equipment, materials, venue coordination), tracking project progress, and ensuring deadlines are met.
• Assists with strategic communications and engagement projects for Development and Alumni Relations, including the Impact Report and other department-wide initiatives. Collects and reviews data, processes marketing requests, and serves as the liaison between the Office of Marketing and Communication and DAR.
• Maintains the department’s crowdfunding platform, including the creation of pages and maintenance of campaign pages, QR codes, and other related content, to support School of Medicine fundraising efforts.
• Works closely with the Director of Development and other Development Officers to prepare proposals for submission to private foundations and individual donors. Maintains strict confidentiality of various aspects and information related to stewardship and fundraising activities.
• Responsible for maintaining contact information and transcribing donor updates to create contact reports and/or proposals on behalf of Development Officer(s). Data is then entered into Blackbaud manually.
• Serves as web coordinator for the department, creating and maintaining web content to ensure alignment with departmental goals and messaging to ensure effective and appropriate social media presence for the department.
• Independently composes and edits correspondence, presentations, and reports for executive leadership, ensuring clarity and accuracy. Manages the distribution of communications, prioritizing important matters and ensuring executives are promptly briefed on key issues.
• Offers backup support for the Administrative Aide during peak times or absences.

• Prepares and processes the daily deposit for SIU Foundation Springfield Office.
• Assists with financial record-keeping for Foundation special events and databases relevant to fundraising efforts.
• Provide detailed financial information to Development staff and School of Medicine department administrators, including but not limited to charitable gifts (pledges, gift-in-kind, matching gifts, securities, bequests), and disbursement of funds, in various formats.
• Assists with department fiscal transactions, including processing Foundation invoice vouchers, IDFs, travel vouchers, reimbursements, purchase requisitions, and supply orders. Requests price quotes from vendors, resolves issues with supply orders and invoices, and maintains accurate electronic and hard-copy files according to departmental retention policies. Requires interpretation of travel regulations and knowledge of Foundation and SOM reimbursement guidelines.
• Departmental Pcard holder. Maintains, verifies, and reconciles Pcard purchases. Contacts vendors to obtain needed…