Wesleyan University's Office of Advancement (ADV) builds lifelong relationships with alumni, parents, and friends, and engages them in support of Wesleyan's educational mission and financial goals.
The Advancement team fosters pride in the Wesleyan community and develops support for university initiatives through outreach activities, including development and fundraising, alumni and parent relations, and on-and off-campus events. Wesleyan is currently in the public phase of a $600 million comprehensive fundraising campaign.
Reporting to the Director of Advancement Operations, the Administrative Assistant provides administrative support to Advancement Office staff and programs.
Responsibilities include:
Assisting with processing expense reports, supplier invoices, and other budgetary requests for assigned staff.
Database support as assigned, including biographical data updates, opportunities clean up and maintenance, entry of activity reports, uploading documents, and running standard reports.
Donor Relations, International Engagement, and Engaged Philanthropy event support including event setup in events platform, processing event registrations, printing nametags, running event reports, compiling event supplies, and recording event attendees.
Supporting Principal Gifts staff with President's Council events, meeting preparation, and communication.
Creating individual letters and processing mail merge mailings in Microsoft Word, as well as working with mail house for larger mailings.
Assisting with documentation of work procedures.
Coordinating calendars, scheduling meetings, reserving rooms, and setting up meeting spaces.
Assisting with staff travel arrangements as needed.
Providing professional customer service to constituent email, phone or in person inquiries.
Serving as backup for Advancement reception area and main phone lines and assisting with mail distribution as assigned.
Other duties as assigned.
This is a full-time position, 35 hours per week, in the secretarial/clerical bargaining unit, currently with either Monday or Friday remote option.
Remote work is only considered for residents of MA, VT, NH, ME, CT, RI, or NY.
Minimum Qualifications:
Associate Degree and two years related experience or an equivalent combination of education, training, and experience.
Demonstrated expertise in Microsoft Office programs including ability to do mail merges in Word and Excel spreadsheet formatting and manipulation.
Demonstrated experience in customer service, data entry, event support, or a related field.
Ability to work effectively with staff, alumni, and parent constituents.
Demonstrated ability to work on multiple projects effectively in a fast-paced environment and follow through with minimum supervision in a calm and effective manner.
Proven ability to take initiative, establish efficient procedures, and have a strong attention to detail.
Strong organizational skills and proven ability to effectively prioritize tasks.
Effective communication skills.
Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds.
Experience with processing invoices and expenses on a financial platform.
Preferred Qualifications:
Experience working in databases and event registration system.
Experience with a financial management platform.
Position is open until filled. For full consideration please apply by September 28, 2025 when first review of applications will begin.
As part of your application, please upload a cover letter and resume.
Compensation: $26.54-$31.51
Work Location: On Campus
All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening (https://www.wesleyan.edu/hr/pdfs/Wesleyan%20University%20Background%20Check%20Policy_.pdf) to the satisfaction of Wesleyan University.
Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.
Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University's Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html .
Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html
Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.
Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html .
We welcome your interest in Wesleyan's diverse, energetic community of employees who, by their creativity, innovative thinking, and generosity of spirit, help make Wesleyan a great place to work.
In this open-minded and inclusive environment, our faculty and staff foster a liberal arts experience characterized by boldness, rigor, and practical idealism.
Working at Wesleyan (https://www.wesleyan.edu/hr/careers/index.html)
Benefits
FAQs (https://www.wesleyan.edu/hr/careers/faq.html)
Internal applicants
If you are currently employed at WES, you must apply for positions through Job Hubs in your Workday (http://workday.wesleyan.edu/) portal. There you will find an abbreviated application form making this process much easier for you!
