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Staff Assistant 9

Perform responsible administrative and secretarial duties of a complex and confidential nature to maintain efficiency of departmental office operations. The staff associate handles administrative duties, which include but are not limited to, arranging meetings and travel, drafting high level correspondence, as well as providing technical and logistical support. 

Work Performed

  • Proactively support Assistant Vice President, who is responsible for raising funds. Arrange for and schedule appointments and meetings for staff members; interview callers; answer questions concerning departmental and divisional activities; transmit instructions and/or information to and from staff members; serve as liaison with internal and external agencies; make proper referrals as necessary; prepare materials and make arrangements for board meetings and travel; prepare necessary documents for staff members' use in meetings; may attend meetings to take minutes or provide information and serve as a resource person.
  • Serve as liaison among three deans (Dean of Trinity College of Arts & Sciences, Dean of The Graduate School, and Dean and Vice Provost for Under and the Director for development travel with AVP, major gift officers, annual fund staff members, and others.
  • Coordinate development trips while staying in budget. Travel arrangements include: call lists, establishing the itinerary, making flight and hotel arrangements. Anticipate and identify appropriate supporting documentation and briefing materials for trips through coordination with front-line fundraisers and PRMA. Prepare and distribute itineraries, contact reports, and trip reports. Schedule and coordinate calendar and arrangements for AVP as well as other planning meetings, board meetings, seminars and speaking engagements. Proactively support AVP in managing busy schedule. Serve as point person for communication of departmental staffing schedules. Prepare endowment drafts and coordinate with Endowment Office. Coordinate correspondence and delivery to/receipt from donor.
  • Manage process for establishing new fund codes for current use (3XX) gifts for all programs supported by the office. Process gifts that are directed to the office for delivery to ADR; assist colleagues with gift processing questions to ensure accurate gift disposition.
  • Screen and route mail and documents; determine which to respond to or which to share with others based on content of communication and knowledge of departmental programs and activities. Coordinate correspondence and appropriate gift entry in a timely manner according to departmental standards.
  • Assist with entering documentation (moves, solicitations, watch lists) onto donor database. Ensure that records of prospect and donors are accurate for complex gifts. Collaborate with colleagues as necessary for clarification.
  • Collect all receipts for financial transactions according to departmental and university standards, coordinating with office accounting specialist on documentation. Maintain appropriate records for documentation requirements.
  • Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
  • Maintain divisional or departmental files of records, reports, and correspondence required for reference and efficient operation of division or department;

Required Qualifications at this Level


Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.


Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.



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