Administrative Assistant to the VP University Advancement

Seton Hall University, New Jersey•South Orange, NJ

About The Position

The Administrative Assistant provides administrative and operational support to the Office of the Vice President for University Advancement and the Division of University Advancement. The role coordinates communications, scheduling, meetings, financial transactions, travel arrangements, and donor stewardship activities to support the office’s efficient functioning. It serves as a key point of contact for internal and external constituents and supports advancement initiatives through organization, customer service, and administrative skills. The position requires discretion with confidential information, knowledge of university procedures, and the ability to coordinate multiple priorities in a fast-paced environment. The position prepares and distributes documents, maintains filing systems, manages calendars and meeting logistics, and supports donor correspondence and acknowledgment letters. It also coordinates division meetings, donor visits, cultivation events, and related stewardship activities; processes purchasing, payment, expense, and procurement transactions; and arranges travel for the Vice President and designated Advancement staff. Additional support may include special projects, new employee hiring and onboarding, and bulk mailings.

Requirements

Bachelor's degree and 1–3 years of post-bachelor's experience, or at least 2 years of high-level, comprehensive knowledge of University and Advancement departments, executive office protocol, operations, and technology as a substitute for a degree.
Valid driver's license and access to a reliable vehicle for support at off-site and evening events.
Strong written communication, organizational, attention-to-detail, customer service, and administrative skills.
Discretion in handling confidential information.

Nice To Haves

Project Management certification.
Expert proficiency with Microsoft Office Suite.
Knowledge of Raiser's Edge or a similar relational database.
Knowledge of procure-to-pay systems.

Responsibilities

Provide administrative support to the Office of the Vice President and the Division of University Advancement.
Prepare, format, proofread, and distribute correspondence, reports, meeting materials, and other documents using Microsoft Office applications and university systems.
Maintain electronic and paper filing systems; monitor office communications, respond to routine inquiries, and direct requests to appropriate staff.
Assist with donor correspondence and acknowledgment letters using Raiser's Edge and other advancement systems.
Coordinate schedules, meetings, and appointments for the Vice President and other division leadership as assigned.
Manage meeting logistics, including scheduling, room reservations, preparation of materials, and follow-up actions.
Serve as a primary contact for visitors, faculty, staff, donors, and external constituents contacting the Vice President's office.
Maintain office records and support office procedures and workflows.
Coordinate administrative and logistical support for meetings, division meetings, donor visits, cultivation events, and other Advancement activities.
Arrange facilities, catering, parking, invitations, meeting materials, and attendee communications for events and meetings.
Support stewardship and donor engagement for the Vice President’s portfolio by tracking logistics, preparing information packets, and assisting with follow-up.
Process contracts, purchasing requests, payments, expense reports, catering orders, and supply purchases in accordance with university policies and procedures.
Assist with monitoring expenditures and maintaining supporting documentation for divisional budgets; reconcile procurement and credit card records.
Coordinate travel arrangements and related documentation for the Vice President and designated Advancement staff; prepare itineraries, maintain travel records, process reimbursements, and assist with pre- and post-travel requirements.
Provide additional administrative support for special projects and divisional initiatives, including new employee hiring and onboarding and bulk mailing preparations.