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Job Description


Administrative Assistant (#575)


35 hrs. per wk, 52 wks. per yr.,8:30 am to 4:30 pm

Some Overtime and Evening Work Required

Summary of Duties

Provide support to the Alumni and Development Offices. This includes but is not limited to: coordinating appointments, travel arrangements, and meetings; recording meeting minutes and preparing correspondence; reconciling monthly credit card statements and general budget items; processing purchase orders, etc.; providing assistance in the production of printed materials and solicitations; and assisting with event preparation and logistics.


Be the first line of contact for all incoming calls and visitors to the Office of University Advancement. Orchestrate follow-up communication as necessary.

Assist with the planning and implementation of events related to the Alumni and Development Offices, including but not limited to Alumni Weekend, Community Leadership Celebration, Presidential Society Dinner, Student Philanthropy events, and other University Advancement events (e.g. Regional Alumni events, as needed). Process registrations and purchase orders, coordinate room reservations and catering needs.

Provide assistance in scheduling gift officer appointments and travel arrangements as needed.

Schedule and coordinate volunteer meetings.

Disseminate prospect information critical to various annual appeals and maintain master appeal binder for appeals.

Organize and complete “thank you” calls and acknowledgement letters to University benefactors.

Prepare monthly mailings in relation to the matching gift program and monthly anniversary solicitations.

Reconcile monthly credit card statements and general budget items.

Record meeting minutes.

Create reports and queries, as well as track appeal expenses in the Raiser’s Edge database; assist with general analysis of data as it relates to fundraising and donor recognition.

Serve as back up for gift processing as needed.

Performs other tasks as assigned for the smooth and efficient functioning of the Alumni and Development Offices.


  • Educational:

    High school diploma or GED required, Associate’s degree preferred.

  • Work Experience Requirements:

    The successful candidate will have the equivalent of at least one year of general office experience, performing clerical duties and providing customer service

  • Special Qualifications:

    Must have a fundamental understanding of office methods, procedures, and practices. Strong computer skills, including experience with Microsoft Excel spreadsheets, merging Microsoft Word documents, database management, mail merges, and e-mail. Must be able to communicate effectively, pay close attention to detail, and maintain confidentiality. Customer service skills are essential. Familiarity with Raiser’s Edge NXT platform is helpful, but not necessary.

  • Essential Elements:

    Must possess the ability to work in an office environment with constant interruptions. Establish and maintain cooperative and effective working relationships with visitors and staff members and be able to interact in a prompt and professional manner, on a wide variety of University Advancement related issues.

  • Other Elements:

    Must have a strong commitment to the mission and goals of Marywood and the desire to assist the University in achieving these goals

  • Physical Demands:

    Sitting for extending periods of time; dexterity of hands and fingers to operate a computer keyboard; seeing to read a variety of materials; hearing and speaking to exchange information; walk, stand, and reach.

Apply for Administrative Assistant online