Administrative Assistant 2 - Operations & 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
• Assisting 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.

Required Qualifications

• High school diploma or equivalent required; associate’s degree or higher preferred.
• Minimum of two (2) years of administrative or clerical experience, preferably in a nonprofit, advancement, or higher education environment.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook); experience with databases or fundraising CRM systems is a plus.
• Ability to follow established procedures, prioritize assigned tasks, and meet deadlines.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential and sensitive information with discretion.

Work Schedule & Overtime

• This position is non‑exempt and hourly.
• The employee is required to accurately record all hours worked in accordance with University timekeeping policies.
• Overtime must be approved in advance by the supervisor.
• Occasional evening or weekend hours may be required to support events or major fundraising initiatives and will be compensated in compliance with institutional policy and federal regulations.

Physical & Work Environment Requirements

• Regular use of a computer, telephone, and standard office equipment.
• Occasional standing, walking, bending, and lifting of light to moderate materials (up to 25 pounds) during events or office activities.
• Work is primarily performed in an office setting, with additional responsibilities at on‑campus or designated event locations.

Supervision

• This position operates under the general supervision of the Director of Operations & Annual Giving and does not have supervisory responsibility over other staff.

Job Requirements: Education, Experience and Skills

• High school diploma or equivalent required; associate’s degree or higher preferred.
• Minimum of two (2) years of administrative or clerical experience, preferably in a nonprofit, advancement, or higher education environment.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook); experience with databases or fundraising CRM systems is a plus.
• Ability to follow established procedures, prioritize assigned tasks, and meet deadlines.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential and sensitive information with discretion.

Employee Benefits

• This full-time position includes a comprehensive benefits package, featuring annual, holiday, and sick leave.
• The University offers a generous suite of benefits, including tuition remission for both graduate and undergraduate courses at Mount St. Mary’s University, an employer-sponsored retirement contribution, and a robust paid time off program.
• For a complete list of employee benefits, please visit: https://inside.msmary.edu/more/human-resources/index.html

Full Time/Part Time

• Full time