This job has closed.

University of Illinois Springfield · 23 hours ago

Advancement Office Administrator

Springfield, IL

Full-time

Onsite

Entry Level

$21.52/hr - $21.52/hr

2+ years exp

The University of Illinois Springfield is located in the state capital and serves over 4,000 students across various programs. They are seeking an Advancement Office Administrator to assist the Division of Advancement with donor events, fundraising projects, and operational tasks while handling confidential information.

EducationUniversities

Responsibilities

Supports daily office operations through responsibilities such as document preparation and copying; screening, prioritizing, and distributing mail to appropriate staff; checking UIS Advancement emails and voicemails daily; coordinating calendars and meetings; processing expense reports for leadership; and performing additional administrative tasks to advance smooth and efficient workflow

Screens calls and visitors, determines needs and directs call/visitors as necessary, personally handling routine inquiries, requests or problems; screens and prioritizes mail and distributes to appropriate staff. Serves as the alternate Assistant to the Vice Chancellor for Advancement when the Business Manager is absent

Assists staff in special projects involving gifts and in planning and executing events as needed, such as attending event planning meetings, taking notes, working with units, setting up decorations, working reception, etc.; Enters and tracks event RSVPS in Cvent and TED, prints name tags and table cards

Compiles and verifies information in TED; updates demographic information in TED; updates committee and demographic information in TED; researches online individuals, companies, etc. as requested; assists in applying opt-out codes in TED

Processes gifts; prepares gift transmittals, bank deposits, and scans documents to UIF; researches and follows up on questions and errors; print and mail the weekly donor thank you letters. Serve as the primary contact/liaison for UIF, UIS units, and other staff for questions from donors, staff and units regarding gift transactions

Works with Stewardship and Donor Relations Coordinator to provide support in the planning and execution of the annual Scholarship Luncheon. Assists in the review, management and mailing of recipient thank you letters and bios and post-event communications

Assists in the search, evaluation, hiring, and training of Advancement Student Worker(s)

Attends Division of Advancement meetings; attends Foundation, University and campus training sessions and meetings as needed (both on and off campus). Serves as FABweb Unit Rep - conducts biennial inventory of equipment and ongoing inventory and replenishment of office supplies; utilizes project management tools to track the status of mass communications. Other duties as assigned

Qualification

Microsoft Office SuiteAdministrative ActivitiesHigher Education ExperienceOralWritten ExpressionOrganizingPlanningHandling Confidential Information

Required

High school diploma or equivalent

Any one of the following from the categories below: A. Four (4) years (48 months) of work experience comparable to the third level of this series. B. Two (2) years (24 months) of work experience comparable to the fourth level of this series

Proficiency with Microsoft Office suite (e.g. Word, Excel, PowerPoint) as well as proficiency with an Internet browser (e.g. Microsoft Internet Explorer, Mozilla Firefox, or comparable browser)

Ability to recognize and appropriately handle items of a sensitive and confidential nature

Performing day-to-day administrative tasks such as maintaining information files and processing paperwork

Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail

The ability to communicate information and ideas verbally and in writing so others will understand; Ability to type and transcribe accurately

Developing specific goals and plans to prioritize, organize, and accomplish your work