Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Administrative Assistant, Principal Gifts, reports to and provides administrative support for the Assistant Vice Chancellor for University Advancement and Executive Director of Advancement. The position requires experience, sensitivity, and diplomacy; understanding of the high-level relationship-building and strategies involved in securing complex gifts; and talent in guiding projects. The Administrative Assistant works collaboratively with the Principal Giving Program officers, advancement colleagues, faculty, students, and university staff, and plays a vital role in the effort to secure significant support for university priorities from individuals and their personal foundations.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provide administrative support for the Principal Gifts team. This may include calendar management, telephone support, filing, prospect/donor appointment scheduling and mail processing.
Manage comprehensive Principal Gifts Program annual calendar, managing workflow and assisting as needed in project management.
Coordinate meeting agendas and prospect briefings for strategy meetings with senior university leadership, including:
Assist in the planning and execution of special donor experiences, including Days of Impact, cultivation dinners and receptions, and visits with the Chancellor. Responsibilities may include coordinating invitations, food and beverage, creating itineraries, event briefings, staffing and invoice processing.
Monitor and order all office supplies, track and maintain program materials, and manage maintenance needs for computers and office equipment.
Assist in preparation of general correspondence and reports, including coordinating gift acknowledgment letters, gift renewals, fundraising metrics reports, and annual Summaries & Projections reports and others.
Supervise work-study student and interns.
Undertake special assignments as needed.
High school diploma or equivalent high school certification plus three years of work experience, or an equivalent combination of education and experience.
Excellent organizational skills.
Ability to analyze and prioritize highly sensitive and confidential data in an efficient manner.
Effectively manage multiple, detailed, and time-sensitive projects with appropriate follow through under minimal supervision.
Strong interpersonal and written communication skills, including the ability to listen, analyze, organize, plan and clearly present detailed information and ability to foster positive relations with diverse constituencies.
Ability to type 50 - 60 words per minute with strong computer skills and working knowledge of Windows-based software, including Microsoft Word, Excel, Outlook, PowerPoint, PageMaker and FileMaker Pro. Will learn various internal technology programs.
Ability to work overtime, if necessary.
Ability to work with minimal supervision and exercise good judgment.
Dependability and punctuality.
Five years of general office and administrative experience.
Knowledge of university environment.
The hiring range for this position is $17.48 - $18.21 per hour.
This position is in the Department of University Advancement. This position is for the Danforth Campus.
This position is full-time and works approximately 37.5 hours per week.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.