Human Resources and Labor Relations


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Administrative Assistant 1

Announcement Number:08210-13-72
Location:University Advancement
Other Information:Permanent Full-Time
Supervisor:Mr. Erik Evans, Vice President for University Advancement
Date Posted:September 12, 2013
Last Day to Apply:September 19, 2013, prior to 4:30 p.m.
Contact Person:Ms. Kristina Wood – Human Resources (570)389-4933 or
Rate of Pay:Pay Range 5 $17.64 (hourly) $1,323.00 (bi-weekly)

Essential Elements of Position:

This position supports the VP for University Advancement and other members of the University Advancement staff in sustaining positive and mutually-rewarding relationships between the University and its donors, The position often represents both the President and VP in securing appointments with key alumni, parent, corporate, foundation and friend prospects.

Principle Duties and Responsibilities:

Serve as primary staff assistant to Vice President in a confidential capacity. Maintain appointments, meetings, room reservations, equipment, and food service arrangements. Answer phone calls and greet office visitors. Open and determine appropriate response to mail and prepare correspondence and draft documents.

Meet periodically with supervisor to analyze administrative operation, procedures and planning.

Schedule appointments with first-time and/or previously recognized major donors and manage major donor prospect visits/travel for Vice President and President. Schedule donor react sessions, invite prospects and work with hosts to plan events.

Coordinate all other travel and make necessary arrangements for Vice President. Assist other AA’s when their supervisor is traveling with the Vice President for University Advancement.

Coordinate the collection of new/updated information about donors and potential donors from various sources for the purpose of keeping current, accurate records on Raiser’s Edge.

Provide background research on donors as necessary, utilizing Raisers Edge software.

Monitor and update Advancement website. Make recommendations to VP on potential stories and information to include.

Monitor all budgets in the division, including student work study budgets. Monitor relevant University budgets and request purchases and payments. Maintain E&G budgets for University Advancement.

Reconcile university travel card invoices for Vice President.

Responsible for SAP purchase requests, food requests, storeroom requests, miscellaneous requests and budget-related transactions.

Oversee computer replacement cycle and equipment purchases for division.

Research and provide background information regarding possible agenda items to the Vice President prior to meetings or other functions involving donors, legislators, and external constituents. Distribute confidential information to committee members and volunteers.

Assist members of the Advancement staff with the management and coordination of donor/prospect campus visits as needed in conjunction with members of the University community, i.e., President's office, faculty, deans, department chairs, student affairs, athletics, etc.

Respond to donor requests and, in consultation with the assigned prospect manager, ensure donors possess the information needed to maintain and enhance a positive philanthropic experience with Bloomsburg University.

Compose, edit and customize thank you letters, gift report/impact correspondence, event announcements, etc. Assist in organizing recurring communication with key donors.

Collaborate with Advancement staff to develop/assist with special events as required by either the Advancement Office or the Office of the President.

The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.

Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Requires a high level of interpersonal and customer service skills for workplace and event settings with special emphasis on communicating effectively both orally and in writing.

Excellent organizational abilities, attention to detail, initiative and independence and ability to manage multiple priorities and complete projects in a timely manner.

Knowledge of online computer applications and with integrated database management system is required.

Some knowledge of the donor stewardship processes and the cycle of giving and moves management.

Some knowledge of the principles and practices of governmental accounting, statistics and public personnel administration.

Some knowledge of the sources of information, methods, and techniques used in administrative research.

Ability to carry out, with minimal supervision, staff assignments requiring the organization of material and the development of procedures.

Ability to conduct studies and analysis, contributing to the development of sound operational procedures.

Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.

Ability to create, organize and maintain records and prepare accurate reports, etc.

Occasional weekend and evening work is required as assigned in accordance with collective bargaining agreement.

Excellent organizational abilities, attention to detail, initiative and independence and ability to manage multiple priorities and complete projects in a timely manner.

Knowledge of online computer applications and with integrated database management system is preferred.

Some knowledge of the donor stewardship processes and the cycle of giving and moves management.

Minimum Experience And Training:

Such training as may have been gained through graduation from a four-year college or university; or any equivalent combination of experience and training.

Applicants will be rated on the following criteria:

1) Ability to prioritize and be flexible in a fast-paced office setting.

2) Excellent time management skills.

3) Experience working with individuals requiring a variety of information or service(s), i.e. donors, staff, faculty, students, parents, and community members.

4) High level of experience in MS Excel, MS PowerPoint and MS Access or comparable business applications with Raiser’s Edge software experience a plus.

5) Ability to collect, compile and analyze data and prepare reports and recommendations based this analysis.

6) Experience working with diverse populations.

7) Demonstrated customer service experience with a diverse customer base, including regular interaction with high-priority customers.

Finalist must communicate well and successfully complete an interview.

Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification and criminal background check.

Completing this search is contingent on available funding.

Application Procedure:

In order to receive consideration, submit a Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:30 p.m. on the last day to apply. Applications are available in the Human Resource Office, located in Waller Administration Building or may be downloaded from Faxed resumes and/or applications will not be considered.

Bloomsburg University of Pennsylvania is committed to providing equal educational and employment opportunities for all persons without regard to race, color, religion, sex, age or national origin.