Administrative Support Specialist

Description:

Reporting to the Executive Directors of Gift Planning and Corporation and Foundation Relations, the Administrative Support Specialist provides critical support for the University Development Office and specifically as administrative liaison to the Corporate and Foundation Relations and Gift Planning teams. As a key team member, they work independently to manage and coordinate all aspects of the duties required which includes finances, travel, reporting, events, communication and scheduling.

The Administrative Support Specialist serves as a financial officer for the department ensuring the department budget is reconciled, invoices paid and P-card transactions are processed accurately and efficiently to ensure compliance with University and Division policies and procedures. They will work proactively to generate, review and distribute reports to the team as needed, specifically information related to prospects and donors. Supporting and coordinating travel will be a critical task as well as facilitating communication with various constituencies including prospects, donors and volunteers. Occasional events, group meetings and programmatic projects will also be tasked to the Administrative Support Specialist to oversee and/or coordinate with colleagues in University Development and across campus.

The ability to organize and prioritize work flows effectively is critical, as is the ability to develop detailed schedules, plans, status reports and track key project milestones to meet the varying needs of the University Development team. The Administrative Support Specialist performs these duties in a professional, confidential and positive manner, and demonstrates integrity, good judgment, and the ability to work well with a diverse team.

Other Responsibilities

• A clear understanding of organizational policies and procedures is critical to this position.
• Works with other divisional support staff to provide coverage for unit where needed and as requested.
• Supports the AVC and other members of the Advancement and University Development teams with special projects as needed.
• Represents University Development, Advancement, and the University at special functions and on appropriate committees.
• Attends development and fund raising meetings in support of and on behalf of the University Development. Assists in management of such meetings as requested.
• Maintains an up-to-date file system of physical and database files.
• Other duties as assigned.

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Other Required Qualifications

• Administrative/secretarial experience such as office support, scheduling, correspondence composition, etc.
• Office management experience
• Ability to serve as a go-to across the university, visitors, etc.
• Excellent communications skills, both written and verbal
• Ability to convey and communicate in a professional manner to a broad audience including executives, academic administrators, faculty, staff, and external parties
• Ability to manage and complete multiple tasks
• Proficiency with Google and Microsoft Office Suite such as Word, Excel, and PowerPoint

Preferred Qualifications

• Associate or Bachelor’s degree
• Experience working in fundraising for a complex non-profit organization, preferably in a higher education setting.
• Knowledge of NC State, its culture, mission, structure, and donors.