Administrative Assistant, Office of Advancement Services

Quinnipiac University•Hamden, CT

2d•Onsite

About The Position

Quinnipiac University invites applications for the position of Administrative Assistant, Office of Advancement Services. This position will perform administrative and clerical duties to support the Office of Advancement including direct administrative and budget support for Directors of Development and AVP Advancement. Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,700 students in more than 100-degree programs through its Schools of Business, Communications, Computing & Engineering, Education, Health Sciences, Law, Medicine, Nursing and the College of Arts & Sciences. The university is in the midst of program expansion and renewal for both traditional and adult learners, the development of innovative strategic partnerships, and recently opened South Quad with three state-of-the-art buildings. As Quinnipiac grows, the university remains guided by the core values that define our community and shapes the experience of every student and employee: We are fiercely committed to ensuring every Bobcat thrives. We are a lifelong partner for every learner. We passionately care about our community. Everyone should feel welcome and valued. We boldly shape our university's future. We will forge a path of impact together. These values are the foundation of who we are and reflect the Quinnipiac spirit found across our campuses.

Requirements

High School Diploma or GED required.
Experience in an administrative support, executive assistant, or office coordination role required.
Demonstrated experience coordinating meetings, schedules, travel arrangements, and events.
Experience managing budgets, expense tracking, reconciliations, and financial records.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience working with databases, CRM systems, or donor management software.
Strong organizational and record management skills, including electronic and paper filing systems.
Excellent written and verbal communication skills with the ability to prepare professional correspondence.
Strong attention to detail and accuracy when handling confidential information, reports, and financial data.
Ability to prioritize multiple tasks and work independently in a fast-paced environment.
Strong customer service and interpersonal skills with the ability to work effectively with internal and external stakeholders.
Proven ability to collaborate effectively with individuals from varied backgrounds.
Successful completion of a Microsoft Office skills test, proofreading test, and background check.

Nice To Haves

Working in higher education, advancement, fundraising, development, nonprofit, or alumni relations environments is preferred.

Responsibilities

Prepare correspondence for approval and signature as required.
Coordinate internal and external meetings. When needed, support colleagues with travel schedules and travel arrangements. Support the tracking of expenses using university software while adhering to university policies and procedures.
Assist with planning and implementation of assigned events. When assigned, print, collate and mail invitations, secure the venue, make food and beverage arrangements, prepare attendance lists, support registration at event, make program arrangements and, in certain cases, support budgeting and stewardship after the event. Coordinates with the mail house for larger appeals as needed.
Monitor incoming mail and any email accounts that support Directors of Development.
Generate reports, lists, and labels from the University databases including the Advancement CRM.
Maintain, research, and retrieve information as needed using University selected software. Organize both electronic and hard copy files as needed.
Maintain the Directors of Development and AVP Advancement budget and agency accounts, reconciling monthly budget status reports.
Works with the Advancement Services team to maintain accurate gift recording and reporting. Assists with gift acknowledgements and prepares information for the University’s Donor and Annual Report lists.
Develop familiarity with the purchase order system and invoice processing to support the Directors of Development work with vendors.
Attend various development functions at times outside the “regular” working hours, i.e., weekends, evenings.
Other administrative duties as assigned.