Job Description

Position Information

Position Title

Administrative Assistant for IA Operations

Job Summary

The Administrative Assistant supports the leadership of the Advancement Operations team, assisting with document preparation, data entry, and project tracking. Responsibilities include processing outgoing correspondence, managing office inventory, maintaining digital and physical records, and coordinating office needs like printing and supplies. The ideal candidate will be highly organized, detail-oriented, professional, and proficient in Microsoft Office and CRM systems, with an associate's degree and two years of experience.

Essential Job Functions

Provide standard clerical support for the Executive Directors of the IA Operations team.

Prepare proposals, reports, and letters for mailing, as written for the President, members of the Board of Trustees, and senior leadership of Institutional Advancement. This includes printing documents for signature, preparing other necessary documents, and ordering printed enclosures through the inventory system.

Enter data into CRM database (Blackbaud), scan documents to digital filing system (Perceptive Content), maintain physical and digital files, and track all projects in project management system (Trello).

Maintain the office inventory. Place orders as needed. Deliver and pick up materials on campus as needed.

Oversee copier/printer maintenance, coffee/tea orders, work orders, and other material needs of the IA ops area.

Answer routine questions and make phone calls.

Other duties as assigned

Required Qualifications

An associate's degree and 2 years of work experience are required.

Other Skills

Excellent oral and written communication skills Excellent detail and organizational skills Ability to represent the advancement department professionally Capable of working with sensitive information with complete confidentiality Strong interpersonal and problem-solving skills Ability to simultaneously multitask the multiple functions of the advancement office Creative, innovative, resourceful, and adaptive to change Proficient in Microsoft Office Suite Computer literate in customer relationship management (CRM)

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College's original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

Physical Demands

Ability to read, write, and communicate effectively. Ability to operate basic office equipment, including photocopier, computer equipment, display monitors, and the like. Position is largely sedentary. Occasional lifting or moving of office supplies, booklets, etc., is necessary.


Posting Detail Information

Posting Number

S158P

Open Date

06/03/2025

Close Date

Open Until Filled

Yes

Special Instructions to Applicants