Administrative Specialist III– Institutional Advancement

University of the Virgin Islands

19h•Onsite

About The Position

Under general supervision, performs advanced-level administrative, donor records, financial processing, and public relations/communications work for the Institutional Advancement Office. Exercises independent judgment in coordinating donor and alumni database management, financial transaction processing, media and social media communications, and event and governance support in direct service to the office of the Vice President for Institutional Advancement. Requires broader discretion than entry-level administrative classifications due to the combined scope of donor stewardship, financial administration, and public-facing communications responsibilities. May coordinate the work of student workers and interns. Performs other related duties as assigned.

Requirements

Bachelor's degree in Business Administration, Communications, Public Relations, or a related field
Three to five years of progressively responsible experience in fundraising/development, public relations, or administrative operations, preferably in a higher-education or nonprofit setting
Equivalent combination of education and/or experience

Nice To Haves

Experience with a donor database system (e.g., Raiser's Edge)
Experience with an ERP/financial system (e.g., Banner)

Responsibilities

Serves as the primary point of contact for the Institutional Advancement Office, screening visitors, callers, and incoming requests
Receives, sorts, and distributes correspondence; takes action on routine matters or refers items to the appropriate staff with relevant background materials
Communicates office procedures and guidelines to internal and external stakeholders
Orders office supplies and coordinates with Physical Plant for repairs, cleaning, or facilities needs
Maintains an organized filing system for donor and alumni records
Inputs donor and alumni gift information into the Raiser's Edge database and updates donor/alumni profiles
Generates acknowledgment letters and gift receipts
Maintains photo libraries and University digital asset files; selects and distributes photos and brand elements upon request
Processes vendor invoices, check requisitions, interoffice service requisitions, travel authorizations/vouchers, purchase requisitions, and credit card transaction reports for the Vice President and office
Transmits funds to the Accounting Office and deposits donations to the Foundation for UVI account; assists in establishing scholarship and other accounts
Monitors office budget(s) against UVI financial policy, projects annual expenses with the Vice President/Director, and processes vendor invoices
Prepares and processes bi-weekly/monthly timesheets and Webtime payroll entries in Banner for office employees, student workers, and interns
Maintains and updates media distribution lists; coordinates media appearances for University projects
Maintains clip files of print and online media coverage for quarterly reporting
Updates the Institutional Advancement / Public Relations web page (press releases, events calendar, announcements)
Prepares monthly and quarterly PR/advancement activity reports for University leadership
Supports Advancement Manager with preparing minutes for the Board of Trustees Development Committee and the Foundation for the Reichhold Center for the Arts, Inc.
Supports annual fund mailings and donor/campus outreach events (e.g., Afternoon on the Green, Senior Class Exit Interviews, Reichhold Center events, Homecoming)
Coordinates logistics for office special events and guest-appearance scheduling
Supports the supervision and coordination of student workers and interns assigned to the office
Performs additional administrative, communications, or advancement-support duties as assigned