Administrative Assistant 2 - Operations and Annual Giving

Essential Duties And Responsibilities

• Reconcile the Director’s procurement card (P‑Card) by collecting receipts, verifying charges, and submitting reconciliations in accordance with University policies and deadlines.
• Prepare and submit check requests, invoices, and supporting documentation for review and approval.
• Scan and deposit checks following established Advancement and Finance procedures.
• Track expenditures and maintain organized documentation to support fund management and reconciliation processes.
• Retrieve, sort, and distribute incoming mail, including donor correspondence, as assigned.
• Provide logistical and administrative support for fundraising, stewardship, and institutional events, including:
• Reserving space and coordinating room logistics
• Arranging catering and confirming vendor details
• Tracking RSVPs and attendance lists
• Aiding with event setup and breakdown
• Serve as a greeter, monitor, or general support staff member at events, assisting with check‑in, guest flow, and on‑site logistics.

Office & Operations Support

• Perform general office management duties, including ordering, tracking, and restocking office supplies.
• Digitize paper records and maintain organized electronic and physical filing systems in accordance with record retention requirements.
• Schedule meetings, assist with calendar coordination, and prepare materials as needed.
• Participate in job‑related, departmental, or training meetings as required.
• Support day‑to‑day administrative operations to ensure continuity, responsiveness, and efficient workflow.

Data & Communications Support

• Enter, update, and maintain data in fundraising and administrative systems according to established procedures and direction.
• Aid with data clean‑up, audits, and verification tasks as assigned.
• Proofread donor communications, solicitations, and internal materials for accuracy, formatting, and consistency prior to distribution.
• Prepare donor lists, mailings, and correspondence materials for review and approval.