Advancement Administrative Assistant

North Carolina State University • Raleigh, NC

32d

About The Position

The CHASS advancement team advances the mission and visibility of NC State's College of Humanities and Social Sciences by building relationships, elevating the college's reputation, and generating resources to support its people and programs. The Communications and Marketing team leads college-level messaging, brand management, storytelling, and strategic communications. The Development team cultivates and stewards donors and alumni to secure private support and philanthropic investment. Together, these units work to connect external audiences to the college's mission and impact. The Advancement Administrative Assistant serves as an essential member of the College of Humanities and Social Sciences (CHASS) advancement team, which includes the offices of Communications and Marketing and Development. This position supports the operational, administrative, and project management needs of both teams, ensuring efficient coordination of activities, compliance with university business practices, and alignment with the college's strategic priorities. The Advancement Administrative Assistant provides high-level administrative, business, and scheduling support to the Executive Director of Philanthropy and the Director of Communications and Marketing, while managing internal processes that enable both teams to operate smoothly and collaboratively. The position also serves as a project manager for select cross-unit initiatives, including several events, communications projects, and advancement-related programs.

Requirements

• Bachelor's degree and one year of office experience; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
• Strong attention to detail and high level of organization.
• Excellent organizational, written, and verbal communication skills.
• Competency with Microsoft Office Suite and the Google Workspace, including Gmail, Google Calendar, Google Docs, Google Sheets and other digital collaboration tools.
• Ability to work independently, manage multiple priorities, and exercise sound judgment and discretion.
• Positive, customer-centered attitude.
• High level of interpersonal and problem-solving skills.

Nice To Haves

• Professional administrative or operational experience in higher education, development, or communications.
• Demonstrated project management experience and ability to coordinate complex activities.
• Familiarity with NC State or UNC System business processes, including purchasing, travel, and reconciliation.
• Experience with donor databases or customer relationship management systems (CRMs).
• Ability and willingness to identify and suggest ways to increase the efficiency and effectiveness of office operations.

Responsibilities

• Manage purchasing, procurement, reimbursements, travel authorizations, and budget reconciliation for CHASS advancement units, ensuring compliance with university policies and deadlines.
• Serve as the primary liaison with the college business office for financial and administrative processes.
• Maintain financial tracking sheets, expense reports, and departmental records.
• Manage inventory and ordering of office supplies, equipment, and other materials.
• Collect and prepare data and reports (e.g. donor contact reports, invitation lists, etc.) as requested by directors or the business office.
• Serve as departmental P-Card manager, ensuring accurate and timely reconciliation of expenses.
• Manage calendars, schedule meetings, and coordinate logistics for the Executive Director of Philanthropy and the Director of Communications and Marketing.
• Schedule advancement-wide meetings, retreats, and professional development sessions.
• Draft and manage meeting agendas, minutes, and follow-up actions.
• Serve as a point of contact for internal and external inquiries related to advancement.
• Support the directors in preparing materials, presentations, and communications.
• Serve as project manager for select advancement initiatives, helping coordinate timelines, deliverables, donor communications, annual giving materials, and stewardship activities between the Development and Communications teams.
• Assist in planning and implementing events and initiatives involving donors, alumni, and internal partners.
• Support tracking and reporting on strategic plan goals, performance metrics, and project outcomes.

Benefits

• Health Insurance for Temporary Employees
• Enhance your career with LEAD courses
• Attend non-revenue generating sporting events for free.
• Attain Work-life balance with our Childcare discounts, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees