Position Summary:

The Administrative Assistant for Development reports directly to the Vice President (VP) for Development. The individual will serve as the principal administrative support to the VP as well as the Development team. The person in this position performs a variety of moderate to complex administrative and office functions and provides some technical support to the Development staff.

The individual’s work consists of office and administrative support assignments and duties including greeter, phone, mail, budget, scheduling, travel arrangements, internal reports/requests, Board of Trustee meetings, and other support activities as assigned or requested.

The individual must demonstrate proficiency in decision-making, independent judgment and action, as well as effective interpersonal and written skills.

It is of utmost importance that the Administrative Assistant for Development performs and carries out his/her roles and responsibilities in a professional manner and adheres to the policies and procedures, mission and values of the University of Saint Mary.

Essential Functions:

  • Provide coverage at the front desk to greet and direct office walk-in inquiries, appointments, and campus deliveries.

  • Schedule and coordinate appointments as requested by Vice President and Development staff.

  • Assist with creating meeting agendas, take minutes, and follow up on meeting action items for the Board of Trustee and committee meetings. Ensures meeting minutes are accurately and efficiently generated, maintained and disbursed.

  • Assist with preparing documents and/or presentations using MS Word, Excel and/or PowerPoint.

  • Assist leadership with ensuring proper reimbursement/payment for travel, expenses, budget and other related items.

  • Support and assist team to ensure contact reports are entered into Jenzabar/Reeher (fundraising database) in a timely manner and assists Development Coordinator with generating reports from Reeher that reflect important fundraising activity.

  • Create and maintain filing system for Central Donor Files, Institutional Advancement Shared Drive, and files for VP of Development.

  • Oversee the proper processing of all donor Gift Agreements in a timely manner.

  • Create and maintain Excel spreadsheet of all endowed funds (including scholarship and other) and expendable funds on the shared drive.

  • Provide feedback and input for enhancing work flow, processes, forms, and documentation.

  • Provide assistance with donor and alumni events, constituent engagement initiatives, gift processing, stewardship, and major gift fundraising activities as requested.

  • Recruit, hire, and train student assistants as requested.

  • Manage various administrative support level projects, reports and tasks.

  • Assist VP for Development with maintaining and monitoring the Development operating expense budget as directed.

  • Coordinate travel for Development staff, including airline, hotel, and rental car reservations.

  • Process travel expense reimbursement, purchase requisitions, and vendor payments as needed in a timely manner.

  • Oversee accuracy of payroll and attendance information into the online payroll system in a timely manner.

  • Maintain and purchase equipment and office supplies.

  • Effectively and appropriately work with other departments on campus.

  • Maintain confidentiality of donor information at all times.

  • Perform other duties as requested by the VP of Development.


  • A minimum of two years’ professional experience in administrative functions required. Experience in a university setting and/or executive office preferred; OR two years of college level courses and at least three years of related office work experience: OR combination of training, education and experience.

  • Bachelor’s degree preferred.

  • Possess strong organizational, written, oral and interpersonal communication skills.

  • Ability to handle highly sensitive interpersonal situations related to program planning and execution.

  • Ability to maintain confidentiality with records and personnel matters.

  • Ability to initiate and maintain collaborative working relationship with others across campus.

  • Ability to organize and independently manage multiple complex projects and assignments.

  • Ability to effectively work as a contributing team member.

  • Experience and ability to work with a diverse campus population.

  • Working knowledge of budget policies and procedures.

  • Ability to perform standard business math, track financial data, and make projections.

  • Ability to work in a fast-paced, high volume service-oriented environment.

  • Willingness to work weekends, evening and travel to be at on-site events when required.

  • Affinity with the overall mission of the University of Saint Mary.

  • Project a positive, professional, customer-focused image for the university.

  • Proven ability to work independently as well as part of a team in a professional and confidential manner.

  • Proven success with prioritizing projects/tasks.

  • Initiative in problem solving.

  • Proficiency in MS Office (Word, Excel and PowerPoint); Outlook Email.

  • Proficiency in Jenzabar and Reeher databases preferred.

To Apply:

Submit a cover letter, resume and contact information for at least three current professional references to


The University of Saint Mary is an Equal Opportunity Employer