The Administrative Assistant supports the Vice President for Advancement and the advancement function at Southern Wesleyan University and provides office and event support services by implementing administrative systems, following procedures and policies, and monitoring administrative projects. The advancement function at SWU is comprised of the following areas of responsibility: Development; Alumni Relations; Community Engagement; Legislative and Government Relations; Grant Development; and Institutional Partnerships. This position is available July 1, 2014.
- Departmental expert and primary user of the Jenzabar database with the ability to swiftly and accurately generate reports, lists, determine needed actions, analyze data, pull and/or post account information, etc. Includes ensuring that advancement-related information in Jenzabar is current and accurate.
- Work with small and large sums of money on a daily basis (primarily donor gifts); maintain integrity of internal controls according to university policies and procedures. Work closely with the Business Office to coordinate deposits and align financial information.
- Produce consistently error-free correspondence for VP for Advancement and President.
- Maintain Advancement and Development division budgets.
- Work closely with the President’s Office, Information Technology, Conference Services, Physical Plant, and Business Office to accomplish routine tasks.
- Work with vendors for products and services.
- Manage office and recordkeeping systems and procedures and implement efficiencies and cost-reductions, as needed. This will include departmental supplies inventory and budget.
- Provide organizational, phone, scheduling and email, etc. support for VP.
- Responsible for managing a portfolio of donors and potential donors/friends of the university ranging in number from 25 to 45. This may involve establishing new donor relationships or maintaining current relationships through contact and follow up, referring potential major gift donors to the VP for Advancement and President.
- Actively participate in donor stewardship by maintaining contact with them through phone calls, emails, special mailings (birthdays, Christmas, etc.) and prompt the AVP for Development, VP of Advancement and President, when it is expected and appropriate, to reconnect with a donor or donors.
- Proactively anticipate and respond effectively/efficiently to internal and external constituents’ needs, concerns, expectations, etc.
- Collaboratively assist deans and department heads on specific appeals (mini-campaigns) ,
- Assist Advancement project/event management through a GANTT chart.
- Conduct donor research, as directed.
- Prepare donor agreements, proposals, information packets, PowerPoint presentations, etc., routinely and as needed.
- Coordinate planning and execution of the following major Advancement events: two golf tournaments (Southern Honors and P.B. Wood); Scholarship Donor Event; Legislative Appreciation Activities; and Grandparents Day Activities.
- Provide administrative support for Advancement-related Board presentations/meetings and additional Advancement-related events, as necessary.
- Coordinate special guest visits to campus including, but not limited to, arrangements for facility, food, transportation, lodging, A/V, nametags, registration, confirmation, parking, etc.
- Manage training and schedule work opportunities for student workers and volunteers throughout the academic year and during peak event seasons.
- Maintain professional and technical knowledge by attending educational workshops on and off campus, when possible.
- Strongly prefer a bachelor’s degree and at least five years of experience working in a similar capacity administratively supporting an executive. A combination of education (associate degree) and significant related experience will be considered.
- Proven experience working with confidential information, maintaining a complex database, intricate scheduling, working with high profile constituents, copy editing, preparing reports and correspondence, working with large sums of money, and event management.
- Must be able to operate logically, effectively, proactively and professionally in a fast-paced, highly demanding team environment. An open mind, positive attitude, strong work ethic, willingness to learn, and a sense of humor will be essential in fulfilling this role.
- Must possess the ability to gather, organize, communicate effectively (both orally and written) with extreme ease, appropriateness, conciseness with persuasion.
- Should be able to work independently, efficiently and within established guidelines and protocols. The Administrative Assistant will be expected to present oneself professionally, take initiative, fact-check, research information, and interact with a varied array of constituencies to include legislators and VIPs. The Assistant should have a demonstrated ability to manage numerous tasks in a multi-faceted, fast-paced environment.
- SWU is committed to maximizing the use of technology in its daily operations and in achieving its strategic goals; the ideal candidate will be familiar with integrated database management systems, including reporting, and have a high comfort level with web-based, mobile and PC applications including but not limited to the use of Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Mission and Lifestyle Expectations. The university is a Christian liberal arts institution in the Wesleyan-Holiness theological tradition. In light of SWU’s unapologetically Christ-centered mission, all employees are expected to embrace the university’s Statement of Faith, respect its Wesleyan heritage, and adhere to its lifestyle expectations.
- Physical/Environmental Requirements. Visual acuity necessary to do editorial work, proof documents, and manage files. Requires ability to sit for periods of time in an interior office environment. May require infrequent lifting of objects up to 10 pounds, and occasionally items up to 20 pounds. This position requires some evening and weekend work during peak event seasons. A valid driver’s license is required.
- Pre-employment Screening. Employment is contingent on the completion a criminal background screening and credit check.
This is a regular, full-time, non-exempt position. Salary Level V - $29,667/year.
Interested applicants must send a completed staff application with a cover letter and résumé by e-mail to , by fax to 864-644-5980, or by mail to: