Administrative Assistant 2 - Operations & Annual Giving

Position Title:

Administrative Assistant 2 - Operations & Annual Giving

Job Description:

The Administrative Assistant, Operations & Annual Giving provides clerical, administrative, and logistical support to the Director of Operations & Annual Giving and the Advancement team to ensure the efficient execution of advancement activities. This position is responsible for task-based, transactional, and procedural work supporting financial processing, events, office operations, and data entry.
Work is performed under general supervision, using established procedures, clearly defined priorities, and institutional policies. The position does not exercise independent judgment over advancement strategy, data governance, donor stewardship decisions, or operational workflows. This is a non exempt, hourly position eligible for overtime in accordance with institutional and federal guidelines.

Essential Duties and Responsibilities

Administrative & Financial Support

• 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
• Support institution‑wide fundraising initiatives (e.g., One Mount One Day) by assisting with preparation, materials, schedules, and data entry tasks as assigned.
• 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.
• Assist 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

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