Administrative Assistant III – Corporate Foundation Relations

Administrative Assistant III – Corporate Foundation Relations

Requirements

• High School Diploma and 2 to 4 years of professional office experience with a strong customer service element, or an equivalent combination of education and experience.
• Strong attention to detail and organizational skills to establish priorities, coordinate multiple projects, and meet deadlines.
• Proficiency in Microsoft Office 365 products (Word, Excel, PowerPoint, Outlook) with a willingness to further develop skills.
• Ability to learn and use AAD tools such as PeopleSoft/CRM, OBIEE, Tableau, and Salesforce.
• Passion for working in an organization that values diversity, equity, inclusion, anti-racism, and wellbeing.
• Ability to maintain a high degree of confidentiality.
• Self-motivated, resourceful, and reliable, capable of working in a dynamic environment as part of a supportive and intellectually curious team.
• Strong interpersonal skills with excellent writing, proofreading, and editing abilities.
• Ability to work independently with minimal supervision.
• Flexibility, sound judgment, integrity, and a sense of humor.

Responsibilities

• Schedule appointments, meetings, and event locations using an electronic calendar.
• Attend meetings and prepare notes.
• Maintain program/project calendars.
• Arrange travel, prepare itineraries, and submit travel reimbursements.
• Support events by coordinating logistics, presenters, and materials.
• Enter contact reports and solicitation information into PeopleSoft or the CRM system.
• Retrieve giving history and contact reports.
• Create and maintain spreadsheets and databases.
• Conduct basic funding research using online tools like Foundation Directory Online.
• Disseminate funding opportunities to academic units.
• Prepare proposals, reports, and presentations with strong graphic design proficiency.
• Assist with donor stewardship, including event logistics and progress reporting.
• Handle inquiries, redirect communications, and provide information on policies and procedures.
• Maintain shared drive and Box folders with necessary documentation.
• Prepare correspondence, spreadsheets, PowerPoint presentations, and other documents.
• Order and manage office supplies.
• Support team retreats and maintain office equipment.
• Process charges, procurement purchases, fund transfers, and travel reimbursements.
• Update and maintain website content.
• Attend training programs to enhance job performance.
• Stay updated on emerging technologies and methodologies.
• Maintain required qualifications and complete university compliance training.
• Actively participate in team meetings and contribute ideas.
• Perform other duties as assigned.

Preferred Qualifications

• Strong proficiency in Microsoft Outlook, Zoom, Microsoft Teams, Slack, and Basecamp.
• Experience working in an academic, advancement/development, or research environment, or an equivalent combination of education and experience.
• Interest or experience in fundraising and/or grants administration is beneficial.
• Ability to navigate and utilize various calendaring and project support platforms as needed.