Senior Administrative Assistant, Advancement

Under the supervision of senior Advancement staff, the Senior Administrative Assistant provides high-level support by managing financial processes, overseeing donor relations, and coordinating events. This role conducts the day-to-day operations of the University Advancement division, including preparing for meetings, creating multimedia presentations, and scheduling and organizing meetings and events. Responsibilities include processing purchase orders, reconciling expenses, maintaining endowed funds records, and assisting with scholarship agreements. The position requires proficiency in Microsoft Office and database systems like Blackbaud, Fundriver, and Informer/Colleague. Additionally, the Senior Administrative Assistant supports planned giving, organizes donor correspondence, and coordinates administrative hiring and event logistics. This role interacts with staff, faculty, donors, students, and constituency groups for communication and scheduling. Strong organizational, communication, and data management skills are essential, along with discretion in handling confidential information. The position requires at least three years of office experience and the ability to work independently while collaborating effectively with a team. This position typically works 3 days in the office and 2 days remote.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

Budget & Financial Oversight:

• Manage department financial processes, including purchase orders and payment requests.
• Process tax and direct deposit forms for new vendors.
• Reconcile credit card transactions and review travel expense reports.
• Prepare and process journal entries to ensure accurate financial records.
• Maintain balanced team budgets and provide ongoing financial support.

Endowment Reporting & Donor Relations:

• Maintain and update the endowed funds spreadsheet, including donor contact records.
• Utilize Blackbaud for donor data, Fundriver for financial records, and Informer/Colleague for student data.
• Develop templates and letters for semi-annual donor mailings.
• Compile, merge, and distribute reports incorporating donor, financial, and student data.
• Collect and organize student thank-you notes for donor correspondence.

Endowed Scholarships & Funds Management:

• Support development officers in drafting and revising new scholarship agreements.
• Track agreements through the approval, signing, and archiving process.
• Coordinate donor thank-you notes for the Honors Convocation.

Planned Giving Administration:

• Process policy payments and maintain financial records related to planned giving.

Engagement & Event Coordination:

• Collaborate with the senior Advancement staff to secure guest speakers for team staff meetings.
• Manage administrative hiring search committees and coordinate RSVPs for events.

Administrative & Operational Support:

• Oversee calendar management and scheduling.
• Prepare and mail gift receipts; draft annual gift receipt letter templates.
• Perform additional related duties as assigned by leadership.

Qualifications:

• Completion of a High School education or equivalency.
• At least three year of office experience or training.

• Experience in development or a related field such as non-profit work is preferred.
• Strong organizational skills with the ability to multitask and meet deadlines efficiently.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Willingness and ability to learn the Blackbaud database management system.
• Capable of handling confidential information with discretion and professionalism.
• Skilled in gathering and interpreting data following technical guidelines.
• Self-motivated with the ability to work independently and take initiative.
• Team-oriented with the ability to collaborate professionally with colleagues.

For more information on Capital University, visit our website at www.capital.edu.

Capital University offers a rich benefits package that includes medical, dental, vision, retirement, family education benefits, short-term and long-term disability, life and critical illness insurance and free parking.

Capital University is an equal opportunity employer. Capital University does not discriminate on the basis of race, color, national or ethnic origin, sexual orientation, religion, sex, gender, age, disability, veteran status, or other characteristics protected by the law.