Administrative Assistant Advancement Services and Prospect Development

Ball State University

Muncie, IN

ID: 7256439 (Ref.No. BSU43444)
Posted: 6 months ago
Application Deadline: Open Until Filled

Job Description

This position serves to assist the Sr. Executive Director and provides administrative support to the Advancement Services and Prospect Development teams. This position also assists with data entry and data updates as needed.

Would you like to work with an energetic group of staff at a unified foundation, one with no barriers between advancement, alumni relations, and stewardship? Now is your chance to be part of a dynamic team dedicated to reinventing higher education through philanthropy and cutting-edge partnerships.

The Ball State University Foundation currently has an opening for an Administrative Assistant for Advancement Services and Prospect Development, who will play a key role in what is the most ambitious fundraising campaign in BSU history. If you’re looking for a high-achieving work environment with a culture of camaraderie and a mission to change lives, check out the job details below.

Job Function:

Minimum Education:

Eighteen months of education/training beyond high school or an equivalent of eighteen months of additional relevant experience.

Preferred Education:

Associate’s degree or equivalent.

Minimum Experience:

At least one year of related experience.

Preferred Experience:

Experience maintaining multiple calendars, processing invoices, and entering/updating data.

Duties and Responsibilities:

Provides clerical assistance to the Sr. Executive Director and performs office administrative duties to support the department, including monitoring and reconciling budgets, creating purchase orders and processing invoices, coordinating travel arrangements, ordering office supplies and maintaining inventory, maintaining office machines, processing expense reports, and taking copy machine readings.
Coordinates meetings, logistics, correspondence, advance preparation of materials, and follow-up activities related to department business; coordinates activities directly related to the Executive Director; assists with planning and coordinating staff meetings.
Supervises departmental mailing procedures to ensure timely mailings. Sorts and distributes mail for the Foundation. Prepares money mail for the Gift Processing team. Researches and implements current postal regulations for departmental mailings.
Researches newspapers and on-line resources for deaths, promotions, honors/awards, and marriages/divorces; determines pertinent information for data entry and notification; processes and distributes to appropriate staff members in a timely manner.
Maintains counts on magazine and mail returns.
Coordinates department calendars for meetings, special events and activities. Updates the Foundation master calendar and departmental calendars as needed.
Represents the department as front-line customer service for the department; serves as backup receptionist for the other administrative assistants as needed.
Coordinates training programs, including logistics of scheduling, preparing materials, ensuring proper availability of technology, and helping facilitate training sessions.
Submits campus orders, including work orders, move orders, and requests for excess removal.
Assists with data entry and/or bio-demo updates in the Raiser’s Edge database as needed.
Assists gift processing team with batch preparation during peak busy times.
Perform other related duties as assigned.
Maintain regular and predictable attendance.

At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.

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