Job Description

Position Title: Staff Assistant for Institutional Advancement


Posting Number: S071P


Department: Institutional Advancement - Dept


Position Type: Staff




Job Description:

Job Summary

This position administratively supports 1-3 of Hillsdale’s Major Gift Officers. As many of our Officers are remote and travel heavily, competent, thorough, and helpful Staff Assistants are essential to our team’s success.

Staff Assistants will work with multiple officers, adapting to their preferences and processes. Attention to detail, the ability to prioritize competing objectives, and the virtues of a teammate will be necessary for a Staff Assistant’s success in this role.

Specific activities may include typing letters, memos, and reports; entering and updating data in CRM ; updating files; drafting check requisitions and travel expense vouchers; reconciling Master Card expenses; drafting and tracking scholarship criteria; and organizing campus visits. The Staff Assistant will work with assigned researchers to help assigned officers determine high-priority donors to see, assist with prospect management, and be a vital part of the team.

Essential Job Functions

1. Write correspondence, including visit letters, follow-up emails, and phone calls to constituent groups to arrange appointments.

2. Execute follow-up for appointments; type and manage plans; order/gather follow-up materials and other actions as necessary.

3. Prepare trip itineraries.

4. Draft and submit travel expense vouchers for the Officer’s reimbursement.

5. Assist the Officer in tracking budgetary expenses throughout the year to meet budget goals.

6. Type letters, contact reports, and general information from rough drafts.

7. Pull CRM lists and reports as needed: Event invitation lists, names for visit request letters, etc.

8. Plan and arrange logistics for a donor’s campus visits, such as reserving flights, car, and lodging.

9. Draft scholarship documents, i.e., pledge criteria and agreements, and fully process them (send them to the donor, receive them back for HC signature(s), and inform all appropriate departments). Track follow-up.

10. Review expenses, assign budget codes, and enter explanations online for the Officer’s monthly MasterCard statement.

11. Act as Advancement liaison for other Departments and the general public.

12. Research, review, and enter data about constituents from contact reports, on-campus visits, and event interactions for priority prospects and potential prospects.

13. Assist with special projects that may arise as necessary.

14. Maintain confidentiality in all information.

15. Assist after hours as needed (minimal).

Required Qualifications:

This position requires a high school education, two to five years of office and data entry experience preferred, or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

Other Skills:

1. Knowledge of office practices.
2. Possess good organizational skills.
3. Possess excellent grammar skills.
4. Possess good interpersonal skills in dealing with college staff and donors on the phone and in person.
5. Ability to understand and follow oral and written instructions and to express ideas effectively orally and in writing.
6. Ability to work under limited supervision, requiring only outline suggestions for handling office situations.
7. Ability to keep the office affairs running during frequent absences of supervisors.
8. Knowledge of primary office machines and computer/word processors.

9. Advanced clerical skills, including knowledge of proper correspondence format and basic accounting skills.
10. Attention to detail is critical.

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 essential office equipment including a photocopier, fax machine, adding machine, computer equipment, DVD player, display monitors, etc. The position is mainly sedentary. Occasional lifting or otherwise moving of office supplies, booklets, etc. is necessary.

Open Date: 09/10/2024




Open Until Filled: Yes




Supplemental Questions:

Required fields are indicated with an asterisk (*).

Documents Needed To Apply (Required Documents & Optional Documents): Required Documents

1. Resume

Optional Documents

1. Cover Letter

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Job Tags

Remote job,

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