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Administrative Specialist

Murray State University

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Job Details

Posting Number:


Job Title:

Administrative Specialist

Type of Employment:

Regular Full-Time

Work Location:


Employment Term:

12 Months

Position Type:

Staff - Non-Exempt(Hourly)


Office of Development

Summary of Job Duties and Responsibilities:

Responsible for supporting the directors of development in planning, donor relations and administrative needs while also managing day-to-day functions of the office of development and coordinating donor-funded scholarships administration and stewardship.

  • Provide the support and administrative needs for directors of development including these responsibilities:
    • Organize pre and post travel documentation (including tax exempt certificates and travel requests)
    • Facilitate mailings and donor stewardship efforts for directors
    • Organize and submit travel/donor expenses for purchasing cards and reimbursement
    • Facilitate donor campus visits, plan with the donors and directors as well as collaborate with campus contacts as needed
    • Schedule meetings for directors with internal/external parties
  • Coordinate and manage the office student worker team, delegating office needs based upon scheduling and ability to complete needed tasks within a deadline (7 to 10 undergraduate students; up to 2 graduate students).
  • Manage the day-to-day functions of the office including inventory management of supplies and promotional items, functionality of office equipment, ingoing and outgoing mail and mailing projects, and coordination of incoming donor communications via office visits and phone calls.
  • Coordinate scholarship fund administration and stewardship specific to donor relations, ensuring donor-funded scholarships are successfully established, guidelines are fully executed, and new funds are reported to the Murray State University Foundation and the university’s scholarship office as needed.
  • Work with the executive director in onboarding new staff as needed.
  • Provide excellent service to alumni, friends and donors by answering phone calls, emails and greeting office guests.
  • Attend to campus errands on behalf of the office (mileage reimbursed).
  • Coordinate athletics tickets for the office and other event registrations or campus visits as needed.
  • Perform related and additional duties as assigned, including occasionally being required to work outside of regular office hours.
  • Provide general support to development staff and work on special projects when required, including annual giving communications and donor stewardship.
  • Other duties as assigned.

Minimum Education Requirements:

  • Two years of college

Minimum Experience and Skill Requirements:

  • Four years of upper-level office experience in a business, government, or industrial setting. Additional college and related experience may be exchanged year-for-year to meet qualifications.
  • Alertness, initiative, attention to accuracy, memory for oral and written directions or details, ability to plan and make decisions often without instruction or supervision.
  • Must have the ability to analyze a situation, problem solve, and make quick decisions
  • Must possess excellent office procedure, organization, multi-tasking and communication skills
  • Must be able to work with a variety of people
  • Demonstrated ability to work with confidential and sensitive information.

Preferred Education and/or Experience Qualifications:

  • Bachelor’s degree preferred

Posting Date:


Closing Date:


Open Until Filled:


Hourly Rate:

$14.99 (additional pay dependent upon qualifications)

Work Hours:

  • Normal working hours

Physical Demands:

  • Normal for office environment


Working at Murray State University

For almost 100 years Murray State University has served students from the region, the nation and the world. Founded in 1922, the University has grown from an enrollment of 202 students to 10,017 today. Students receive personalized attention from supportive faculty and staff as the University offers a 15:1 student-to-faculty ratio. Murray State University has ranked among the top universities in the nation in U.S.News & World Report's annual publication, America's Best Colleges, for the past 28 consecutive years. Additionally, The Chronicle of Higher Education has named Murray State a "Great College to Work For" for 7 of the past 10 years.

Recognition of the quality of Murray State programs is reflected in accreditations. Murray State has been continuously accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) since 1928. Program accreditations have also been attained in animal health technology, art, business, counseling, dietetics, engineering physics, several engineering technology programs, chemistry, journalism and mass communications, music, nursing, occupational safety and health, physics and engineering physics, social work, special education, teacher education and veterinary laboratory diagnostics.

Located in the Jackson Purchase lake area of west Kentucky, Murray State is a state-supported comprehensive University with four academic colleges - business, education and human services, humanities and fine arts, and science, engineering and technology - a school of agriculture, and a school of nursing and health professions. The University's 236-acre main campus is in Murray, a city of 17,741. The University offers undergraduate, graduate, and doctoral programs, professional instruction, as well as continuing education programs.

The main campus comprises more than 70 major buildings, including classroom and office buildings and two libraries. The Waterfield Library houses the circulating collection, reference sources, government documents, microforms and periodicals. The historic Pogue Library contains special materials relating to the history and culture of west Kentucky and the region. Murray State also operates the Pullen Farm, Hancock Biological Station, Breathitt Veterinary Center and The Arboretum at Murray State. In addition to the main campus in Murray, the University's regional campuses and educational presences include Fort Campbell, Henderson, Hopkinsville, Madisonville and Paducah.

The University's mission statement is as follows:

Murray State University places our highest priority on student learning and excellent teaching, blending the range of educational opportunities often experienced at research institutions with the nurturing student-teacher interactions usually found at smaller universities. We offer relevant undergraduate and graduate degree programs with core studies in the liberal arts and sciences, leading to degrees from certificates to advanced practice doctorates that prepare students for success. Through effective and creative teaching, the opportunity to apply knowledge and skills to real-world situations, and academic and student support services, our quality faculty and staff foster student growth in knowledge, critical inquiry, and innovative thinking.


As a public comprehensive university dedicated to diversity, global awareness, and intellectual curiosity, we actively engage students, faculty, staff, and the community in collaborative scholarship, creative activity, and research. We invest in our communities through thoughtful public service in our 18-county service region and beyond. Our uniqueness arises from our combination of academic excellence, welcoming atmosphere, and dedication to student success through mentored, real-world learning opportunities in an open-minded and supportive learning environment.

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