Administrative Assistant, Office of Advancement Services

Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university enrolls 9,700 students across more than 100-degree programs in its Schools of Business, Communications, Computing & Engineering, Education, Health Sciences, Law, Medicine, Nursing, and the College of Arts & Sciences. Quinnipiac is recognized for its nationally ranked Quinnipiac University Poll, Division I athletics (including a 2023 NCAA men’s ice hockey national championship), and consistent recognition by U.S. News & World Report, Princeton Review, and The Wall Street Journal.

Responsibilities

• Prepare correspondence for approval and signature.
• Coordinate internal and external meetings; support colleagues with travel schedules and arrangements.
• Track expenses using university software while adhering to policies and procedures.
• Assist with planning and implementation of assigned events, including printing and mailing invitations, securing venues, arranging food and beverages, preparing attendance lists, supporting event registration, and managing program logistics. Handle budgeting and post-event stewardship as needed.
• Coordinate with mail houses for large-scale appeals.
• Monitor incoming mail and email accounts supporting Directors of Development.
• Generate reports, lists, and labels from university databases, including the Advancement CRM.
• Maintain, research, and retrieve information using university-selected software; organize electronic and hard-copy files.
• Maintain budget and agency accounts for Directors of Development and AVP Advancement; reconcile monthly budget status reports.
• Work with the Advancement Services team to ensure accurate gift recording and reporting; assist with gift acknowledgements and prepare information for donor and annual report lists.
• Develop familiarity with the purchase order system and invoice processing to support vendor interactions.
• Attend development functions outside regular working hours, including weekends and evenings.
• Perform other administrative duties as assigned.

Requirements

• High School Diploma or GED required.

Qualifications

• Experience in an administrative support, executive assistant, or office coordination role.
• Experience in higher education, advancement, fundraising, development, nonprofit, or alumni relations environments preferred.
• Demonstrated experience coordinating meetings, schedules, travel arrangements, and events.
• Experience managing budgets, expense tracking, reconciliations, and financial records.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience working with databases, CRM systems, or donor management software.
• Strong organizational and record management skills, including electronic and paper filing systems.
• Excellent written and verbal communication skills with the ability to prepare professional correspondence.
• Strong attention to detail and accuracy when handling confidential information, reports, and financial data.
• Ability to prioritize multiple tasks and work independently in a fast-paced environment.
• Strong customer service and interpersonal skills with the ability to work effectively with internal and external stakeholders.
• Proven ability to collaborate effectively with individuals from varied backgrounds.

Pay

Starting hourly rate: $28.91. Additional $0.75 per hour for a bachelor’s degree or $0.35 per hour for an associate degree.

Schedule

Full-time position with a 35-hour workweek.

Benefits

• Comprehensive benefits package for full-time staff.
• Tuition remission.