Administrative Assistant 2

Mount St. Mary's University • Emmitsburg, MD • 5h ago

The part-time (24 hrs./week) Administrative Assistant II provides professional administrative support to the Office of Seminary Development & Alumni Engagement. This position is responsible for managing office operations, maintaining donor and alumni records, coordinating communications and events, and assisting with fundraising and outreach activities. The Administrative Assistant II works both independently and collaboratively with the Director and Coordinator of Development & Alumni Engagement to advance the mission and programs of the Seminary.

Essential Duties and Responsibilities:

Provide general administrative support for the Office of Seminary Development & Alumni Engagement, including answering telephones, generating correspondence, and coordinating mailings.

Assist the Director of Development & Alumni Engagement with expense reports, proofreading, updating donor information in Slate, and other assigned projects.

Prepare, format, and process gift receipts, pledges, and reminder communications; assist with overall gift processing and recordkeeping.

Order and maintain office supplies and ensure efficient operation of the office.

Assist in preparing financial and donor reports for departmental and committee meetings.

Maintain and organize alumni files, photos, and related records.

Update Seminary Development and Alumni Relations website pages and coordinate obituary email notices to alumni.

Maintain the alumni and development event calendar; assist with marketing, reporting, and event planning, including coordination and attendance for:

Alumni Retreat

Alumni Reunion

Family Weekend

Executive Rector's Council and Rector's Council Meetings

Seminary Board Advancement Committee Meetings

Benefactor's Dinner

Job Requirements: Education, Experience, and Skills:

Education: Bachelor's degree preferred; an equivalent combination of education and experience may be considered.

Experience: Minimum of one year of administrative experience in a college, university, or office environment.

Technical Skills:

Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Publisher).

Experience with Slate or other CRM/donor management systems preferred.

Familiarity with website content management tools and online communication platforms.

Professional Skills:

Demonstrated ability to maintain confidentiality.

Excellent written and verbal communication skills.

Strong interpersonal and customer service skills; ability to work collaboratively with colleagues, alumni, and donors.

Highly organized with strong attention to detail; able to manage multiple priorities in a fast-paced environment.

Demonstrated initiative and ability to work independently as well as part of a team.

Flexibility, patience, and professionalism in all interactions.

Ability to work nights, weekends as needed in support of events.

Salary/Hours/Benefits

Minimum Pay Rate: $16.50-$17.50/hour

(compensation depending on experience, education, and qualifications)

Part-time - 24/hours weekly

Employee Benefits:

This is a part-time position with holiday and sick leave benefits. The university offers a generous benefits package, including tuition remission for graduate and undergraduate classes at Mount St. Mary's University. For a complete list of employee benefits please visit: https://inside.msmary.edu/more/human-resources/index.html

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