Administrative Assistant II - Institutional Advancement

The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant II position within Institutional Advancement.

Job Summary:

Reporting to the Senior Director of Major Gifts, the Administrative Assistant provides administrative support to the senior director and six major giving officers. Primary responsibilities include: drafting and typing correspondence and other documents, overall office support (filing, copying, faxing, telephone back-up, etc.), providing internal and external customer service, coordinating travel arrangements and managing calendars, assisting gift officers in preparing materials for gift officer donor visits, and aiding gift officers in record keeping following donor visits.

Essential Functions:

  1. Manage the senior director's and major giving officers' calendars for all activities, appointments, meetings and travel; make arrangements and coordinate all materials and other necessary details for internal and external meetings, conferences and special events, including agendas, minutes, reports, charts, graphs, presentations and memos; coordinate travel arrangements for the director and senior development officers, as necessary
  2. Prepare/compose complex and/or confidential documents; prepare letters, memos and other writing projects for the director and senior development officers; edit and proof correspondence, proposals and summaries. Research and assemble highly confidential donor information on Reeher and Banner systems; follow up on necessary correspondence, activities and reports related to donor prospect, preparing information for prioritization and review; assists director and senior development officers with follow-up tasks required after a donor visit
  3. Provides administrative office support for one senior director and six major giving officers, including filing, copying, faxing, calendaring and telephone back-up in addition to maintaining and ordering office and mailing supplies. Work closely with University Development and Alumni Relations departments that support the major giving efforts—Donor Relations, Gift Accounting, Prospect Management & Research, and Advancement Communications—staying up-to-date on University and UDAR policies and procedures.
  4. Manage the senior director's and major giving officers' office procedures and processes, including the filing system and ordering of supplies; ensure equipment, materials and space are used effectively
  5. Maintain excellent working relationships with all members of the University Development and Alumni Relations staff, the internal university community, and donors; assist with fostering a team dynamic within the advancement office

This is a full-time, benefits eligible position. The University of St. Thomas offers a competitive and comprehensive benefits program, which includes medical, dental, vision, life, long-term care, legal, and disability insurance coverages. Offerings also include retirement plans, flexible spending accounts, a health savings account, and an employee assistance program. The University provides tuition remission to its employees, spouses, and dependents. In addition, the University values a healthy work/life balance and has generous provisions for paid time off.

Applicants will be asked to upload a resume to their profile and copy/paste a cover letter into the application.

Minimum qualifications: High school diploma or equivalent and two years of administrative support experience.

Preferred qualifications: Post-secondary work.

Knowledge of: Office administrative practices and procedures, such as business letter writing and the operation of common office equipment, including computer applications related to the work; intermediate knowledge of the Microsoft Office suite of products; principles and practices of record keeping, report preparation, filing methods and records management techniques; use of correct spelling, grammar, punctuation, and vocabulary; standard business arithmetic, including percentages and decimals; basic organization and function of educational institutions.

Skill in: using tact, discretion, initiative and independent judgment within established guidelines; ability to work well with others; researching, compiling, and summarizing a variety of informational materials; excellent written and oral communication skills; ability to handle multiple competing tasks and priorities; ability to be resourceful and meet tight deadlines and expectations; ability to work under pressure in a fast paced work environment; ability to exercise independent judgment to plan, prioritize and execute diverse workloads; composing correspondence independently or from brief instructions; accurate and exceptional ability to perform edits for spelling, punctuation, and grammatical errors; establishing and maintaining effective working relationships; organizing work, setting priorities, and following up on assignments with minimal direction; contributing effectively to the accomplishment of team or work unit goals, objectives and activities; exhibiting excellent public relations skills in person and over the phone, to project a positive image of the college and the director and development officers; understanding and appreciating the character and mission of the University of St. Thomas.

Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. The successful candidate will possess a commitment to the ideals of this mission statement.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires successful completion of a background screening.

The University of St. Thomas, Minnesota Human Resources Department advertises the official job listing on its website. If you are viewing this posting from a site other than “Jobs at St. Thomas”, the University assumes no responsibility for the accuracy of information.

The University of St. Thomas is an Equal Opportunity Employer