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Administrative Assistant

Administrative Assistant

Utah StaffingSalt Lake City, UT, US
9 days ago
Job type
  • Part-time
Job description

Administrative Assistant

The Administrative Assistant for Advancement Services is a part-time, hybrid work role focused on providing hands-on operational support to the Advancement Services team. This position is ideal for a proactive, detail-oriented professional who thrives in a collaborative environment and values excellent customer service. The role supports departmental leadership with scheduling, travel processing, event logistics, and financial liaison tasks, contributing to the smooth functioning of the department.

Responsibilities

Administrative Support

  • Provide direct, hands-on administrative support to the Deputy Chief Philanthropy Officer and other Advancement Services managers.
  • Coordinate calendars, schedule meetings, and manage logistics for internal and external engagements.
  • Assist with preparation of meeting materials, agendas, email communications, and follow-up documentation as needed.

Travel Coordination

  • Process travel requests, expense reports, and reimbursements on behalf of department staff in accordance with university policies.
  • Maintain a Travel Card (TCard) and directly support staff with their travel planning and bookings to ensure timely and accurate documentation and processing of travel.

    • Event Planning & Support

  • Assist in organizing departmental events such as retreats, large meetings, and trainings.
  • Coordinate logistics including venue reservations, catering, supplies, and setup.
  • Provide on-site support and post-event follow-up as needed.

    • Procurement & Financial Liaison

  • Act as a liaison with the University Advancement Financial team for completing procurement tasks including setting up requisitions, purchase orders, and processing invoices.
  • Maintain and reconcile a university Purchasing Card (PCard), and order miscellaneous supplies for the department as needed, ensuring timely and cost-effective purchasing.
  • Keep tabs on department inventory (such as letterhead) to ensure supplies are sufficient and available for departmental use.
  • Personally perform hands-on pickup of supplies and orders to support departmental events and daily operations, as needed.

    • Printing

  • Print and mail weekly donation notifications and ad hoc gift receipts requested by donors.
  • Print and mail monthly pledge reminders.
  • Print and mail annual year-end receipts.
  • Printing tasks require approximately a couple hours in office per typical week, and additional in-office hours for monthly and annual printing tasks.

    • Customer Service & Communication

  • Deliver professional and responsive service to internal stakeholders.
  • Maintain clear communication with team members, vendors, and university partners.
  • Handle sensitive information with discretion and professionalism.
  • Proactively support the team by ensuring timely completion of assigned tasks and keeping stakeholders informed of progress and outcomes.
  • Complete other administrative tasks as assigned by the Deputy Chief Philanthropy Officer.

    • Minimum Qualifications

  • High school diploma or equivalent required; associate or bachelors degree preferred.
  • Requires minimum of 3 years of administrative experience, preferably in higher education or nonprofit settings.
  • Strong organizational and multitasking skills.
  • Proficiency in Microsoft Office Suite, particularly Outlook; familiarity with university systems (e.g., UShop, Concur) is a plus.
  • Excellent interpersonal and written communication skills.
  • Ability to work independently and collaboratively in a dynamic environment.
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    Administrative Assistant • Salt Lake City, UT, US

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