Administrative Assistant III, Advancement Department (1.0 FTE)

Wesleyan University
February 01, 2023
Offerd Salary:$23.48 ($42,734
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Position Information

Position Information

Job Posting Number S01121

Position Title Administrative Assistant III, Advancement Department (1.0 FTE) Department UR Operations - 1205 Job Category Staff Posting Position Type Full-Time Work Location Pay Type Hourly Salary Range

$23.48 ($42,734) – $24.31 ($44,244)

Compensation Practices

Experience is taken into consideration in the determination of salary offers. For more information visit https: // www. practices/index.html

Position Details

The Office of Advancement builds lifelong relationships with alumni, parents, and friends, and engages them in support of Wesleyan's educational mission and financial goals. The Advancement team fosters pride in the Wesleyan community and develops support for university initiatives through outreach activities, including development/fundraising; alumni and parent engagement; on and off- campus events.

Advancement Operations is responsible for the strategic design, development, and implementation of operational functions that provide a foundation for the Office of Advancement to achieve its goals in fundraising and constituent engagement. The department is charged with aligning business support functions, policies and procedures, and technology infrastructure within the strategies, resources, and priorities of the University.

Reporting to the Director of Advancement Operations, the Administrative Assistant provides administrative support to Advancement staff and projects in all areas of Advancement including, Major Gifts, Donor Relations, Alumni & Parent Relations, and Principal Gifts.

Typical responsibilities include:

  • Processing invoices, vouchers, and pcard reconciliations for assigned staff.
  • Creating individual letters and processing larger mail merge mailings in Microsoft Word.
  • Affinaquest database support as assigned, including biographical data updates, opportunities clean up and maintenance, entering activity reports, uploading documents, and running standard reports.
  • Using Linvio event platform for tracking planned fundraising and engagement events and meetings.
  • Providing event support including printing nametags, running event reports, and compiling event supplies.
  • Documenting work procedures, and maintaining SharePoint and Teams Sites.
  • Coordinating calendars, scheduling meetings, reserving rooms, and assisting with staff travel arrangements.
  • Organizing, planning, and managing details for donor, volunteer, and staff meetings on and off campus.
  • Serving as backup for Advancement reception area and main phone lines and assisting with mail distribution.
  • Other duties as assigned.
  • This position is in the secretarial/clerical bargaining unit. This position is full-time and works 35 hours per week for 52 weeks.

    Minimum Qualifications

    Associate Degree and two years related experience or an equivalent combination, of education, training and experience.

    Demonstrated experience in customer service, data entry, event support, or a related field.

    Ability to set priorities, establish efficient procedures, multi-task, manage detailed work, and follow through with a minimum of supervision in a calm and effective manner.

    Ability to work effectively with faculty, staff, students, and external alumni and parent constituents in a fast-paced environment.

    Ability to solve problems independently or triage to appropriate staff members.

    Intermediate knowledge of Microsoft Suite, including Word (mail merges, creating, editing, pivot tables, and formatting tables), Excel and Outlook (emails, calendars) and Google documents.

    Ability and interest in learning new software programs (Ex: OneDrive, SharePoint.)

    Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.

    Preferred Qualifications

    Experience working within a constituent database.

    Special Instructions to Applicants

    The position is open until filled. For full consideration please apply by February 1, 2023 when first review of applications will begin.

    Additional Information

    All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening and computer skills assessment to the satisfaction of Wesleyan University.

    Wesleyan University requires proof of COVID -19 vaccination and booster (if eligible under CDC guidelines) or an approved exemption prior to first day of employment.


    Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans. We also offer flexible work schedules, employee and dependent tuition programs, as well as access to Wesleyan's BLS & GLS programs for those who qualify (tuition is waived for up to 2 courses a term; some fees and taxes may apply).

    Detailed information on the benefits of working at Wesleyan is located at: https: //

    Quick Link https: //

    Supplemental Questions

    Required fields are indicated with an asterisk ().

  • Please tell us how you specifically heard about this position? ( e.g CareerBuilder, LinkedIn, Higher Ed, InsideHigher Ed, CT.Jobs etc.)
  • (Open Ended Question)

    Optional & Required Documents

    Required Documents

  • Cover Letter
  • Resume
  • Optional Documents

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