Note: The job is a remote job and is open to candidates in USA. Hamline University is a historic institution in Minnesota committed to providing a world-class education. The Advancement Administrative Assistant will support the daily operations of the fundraising office by managing schedules, handling donor correspondence, and maintaining database records, while ensuring high-level administrative support to the Vice President of Institutional Advancement.
Responsibilities
- 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
- Assist with donor database maintenance: inputting contact information, tracking donations, generating reports, and maintaining data accuracy
- Manages Trusteeship Committee materials, including reports, charts, and data entry
- 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
Skills
- Working knowledge of Microsoft Office Suite, Google Suite
- Ability to maintain confidential information and to foster trust among donors and prospects
- Ability to manage detailed checklists and logistics related to travel
- Strong attention to detail
- Working knowledge of 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 the product Workday
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