Administrative Assistant 2 - Operations & Annual Giving

Mount Saint Mary's University • Emmitsburg, MD

30d • Hybrid

About The Position

The Administrative Assistant, Operations & Annual Giving provides clerical, administrative, and logistical support to the Director of Operations & Annual Giving and the Advancement team to ensure the efficient execution of advancement activities. This position is responsible for task-based, transactional, and procedural work supporting financial processing, events, office operations, and data entry. Work is performed under general supervision, using established procedures, clearly defined priorities, and institutional policies. The position does not exercise independent judgment over advancement strategy, data governance, donor stewardship decisions, or operational workflows. This is a non exempt, hourly position eligible for overtime in accordance with institutional and federal guidelines.

Requirements

• High school diploma or equivalent required; associate’s degree or higher preferred.
• Minimum of two (2) years of administrative or clerical experience, preferably in a nonprofit, advancement, or higher education environment.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook); experience with databases or fundraising CRM systems is a plus.
• Ability to follow established procedures, prioritize assigned tasks, and meet deadlines.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential and sensitive information with discretion.

Nice To Haves

• associate’s degree or higher preferred
• experience with databases or fundraising CRM systems is a plus

Responsibilities

• Reconcile the Director’s procurement card (P‑Card) by collecting receipts, verifying charges, and submitting reconciliations in accordance with University policies and deadlines.
• Prepare and submit check requests, invoices, and supporting documentation for review and approval.
• Scan and deposit checks following established Advancement and Finance procedures.
• Track expenditures and maintain organized documentation to support fund management and reconciliation processes.
• Retrieve, sort, and distribute incoming mail, including donor correspondence, as assigned.
• Provide logistical and administrative support for fundraising, stewardship, and institutional events, including: Reserving space and coordinating room logistics, Arranging catering and confirming vendor details, Tracking RSVPs and attendance lists, Assisting with event setup and breakdown.
• Support institution‑wide fundraising initiatives (e.g., One Mount One Day) by assisting with preparation, materials, schedules, and data entry tasks as assigned.
• Serve as a greeter, monitor, or general support staff member at events, assisting with check‑in, guest flow, and on‑site logistics.
• Perform general office management duties, including ordering, tracking, and restocking office supplies.
• Digitize paper records and maintain organized electronic and physical filing systems in accordance with record retention requirements.
• Schedule meetings, assist with calendar coordination, and prepare materials as needed.
• Participate in job‑related, departmental, or training meetings as required.
• Support day‑to‑day administrative operations to ensure continuity, responsiveness, and efficient workflow.
• Enter, update, and maintain data in fundraising and administrative systems according to established procedures and direction.
• Assist with data clean‑up, audits, and verification tasks as assigned.
• Proofread donor communications, solicitations, and internal materials for accuracy, formatting, and consistency prior to distribution.
• Prepare donor lists, mailings, and correspondence materials for review and approval.

Benefits

• full benefits
• annual, holiday and sick leave
• tuition remission for graduate and undergraduate classes at Mount St. Mary’s University
• retirement program
• generous paid time off schedule

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree