Administrative Assistant for University Advancement

The Administrative Assistant for University Advancement provides comprehensive administrative support to the Senior Leadership team, including the Assistant Vice President (AVP-ER) of External Relations, Executive Director (ED) of Advancement Operations, and Assistant Vice President of Development (AVP-D).

This role is essential in ensuring the smooth operation of the University Advancement office through various administrative tasks, budget assistance, scheduling, project management, and other duties as assigned.

Major Responsibilities :

• Administrative Support :
• Provide administrative assistance to the AVP-ER, ED of Advancement Operations, and AVP-D.
• Manage calendars, schedule appointments, and coordinate internal and external meetings.
• Prepare and edit correspondence, reports, presentations, and other documents as required.
• Handle phone calls, emails, and other communications, ensuring prompt and professional responses.
• Budget Assistance :
• Assist with budget management, including creating requisitions, processing expense reports, and preparing purchase orders (POs).
• Assist in tracking expenditures and assist in budget reconciliation.
• Support the preparation of financial reports and budget forecasts.
• Scheduling and Coordination :
• Schedule and organize meetings, ensuring all logistics are managed efficiently.
• Coordinate travel arrangements, support documents, and itineraries for the Senior Leadership team
• Prepare meeting agendas, take minutes, and follow up on action items.
• Special Projects :
• Assist with special projects such as gift-in-kind inventory, donor agreements, form logistics, and special mailings.
• Assist in the coordination of the logistics and execution of special events and campaigns.
• Support the implementation of new initiatives and programs within University Advancement.
• Conversion Assistance :
• Provide support during data conversion processes, ensuring accuracy and completeness.
• Assist in the migration of data to new systems and platforms as needed.
• Campaign Assistance :
• Assist with the planning and execution of fundraising campaigns.
• Coordinate campaign-related communications and materials.
• Inventory Management :
• Maintain an inventory of office supplies, promotional materials, and other assets such as letterhead, business reply envelopes (BREs), brochures, and folders.
• Ensure that inventory levels are adequate and reorder supplies as necessary.
• Other Duties as Assigned :
• Perform additional tasks and responsibilities as assigned by the Senior Leadership team.
• Provide support to other members of the University Advancement office as needed.

Required Knowledge and Skills :

• Bachelor’s degree or equivalent experience in a related field.
• 2+ years proven experience as an administrative assistant or in a similar role. Strong organizational and multitasking skills.
• Proven experience as an administrative assistant or in a similar role
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and as part of a team.

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

All offers of employment with Valparaiso University are contingent upon clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal / professional references.

If applicable to the position, background checks will also include credit history. Background checks will be conducted on all final candidates for employment.

To be considered for this position, you must upload :

Cover letter

Resume

List of 3 professional references

Answer all application questions

Please address the cover letter to :

Christine Radtke, Assistant Vice President of Development

Valparaiso University

Required Skills

Required Experience