Administrative Assistant / Institutional Advancement

Lima, OH
Jun 01, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Summary of Duties

Reporting to the Vice President for Institutional Advancement (VPIA), and working closely with the Director of Alumni and Development, the Administrative Assistant for Institutional Advancement manages the donor, alumni and constituent database (Raiser's Edge); possesses familiarity with relational databases and proficiency in software for office operations; assists with College and Foundation events; and provides primary administrative support for the Development office and secondary administrative support for other Institutional Advancement areas.

Duties & Responsibilities

Database Management:

  • Oversees the management, maintenance, accuracy, security and integrity of all information in the Raiser’s Edge database.
  • Processes and acknowledges all donations in Raiser’s Edge in a timely manner with daily reconciliations, income reports, and Business Office transactions completed by end of day.
  • Creates and runs queries, reports, and lists from Raiser’s Edge as requested for Development and College activities and functions. Performs data imports and exports.
  • Reviews constituent codes for accuracy and updates records on a continual basis.
  • Researches prospective donor information as requested and maintains confidentiality of donor information and all matters within the College.
  • Schedules and issues pledge reminders for outstanding commitments.
  • Conducts monthly, quarterly, and annual reconciliations of all donor transactions with the Business Office and serves as liaison to the Business Office for all reports and transactions.
  • Maintains Raiser’s Edge user’s manual for all Development functions.
  • Administrative Support:
  • Supports the VPIA with all Foundation functions and activities. Attends all Foundation related meetings. Writes and maintains all official Foundation records including meeting minutes and financial reports.
  • Prepares individual and group communications to scholarship recipients, current and potential donors, alumni, employees and other constituents. Annually processes charitable donation letters to donors.
  • Creates and maintains reports, spreadsheets, lists, graphs, and presentations. Archives official reports on a regular basis.
  • Assists with the preparation and implementation of fundraising and constituent activities, including fundraising, donor, scholarship and College events.
  • Maintains the annual Development Office operational calendar and facilitates the timely completion of critical deadlines.
  • Works closely with colleagues throughout the College to effectively share and maintain data and information related to scholarships, administration, and events.
  • Ensures Development and Alumni website content is timely and accurate.
  • Provides general office support, including processing purchase requisitions, ordering and maintaining office supplies, scheduling equipment maintenance and other related duties.
  • Customer Service:
  • Provides quality customer service and professional representation via multiple platforms to Rhodes State College Foundation and College constituents, meeting needs both specific to Development and the College.
  • Other duties as assigned.
  • Experience, Skills & Abilities


  • Proficiency in Microsoft Office Suite (especially Word and Excel), Internet search engines and Adobe Acrobat.
  • Familiarity with relational databases and Content Management Systems.
  • Exceptional interpersonal and written communication skills.
  • Preferred:
  • Proficiency in Raiser's Edge and Raiser's Edge NXT.
  • One to three years of related experience in non-profit, database and development work.
  • Experience working in Development within Higher Education.
  • Education & Certifications


  • Associate Degree with appropriate focus and one to three years of related experience.
  • Preferred:
  • Bachelor's Degree

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