Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.
Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.
JOB SUMMARY
The Administrative Assistant supports the daily operations of the fundraising office by providing high-level administrative and logistical support to the Vice President of Institutional Advancement (VP) and the team. This role is responsible for managing schedules, handling donor correspondence, maintaining accurate database records for trusteeship materials, and assisting with travel logistics for the VP and other leadership. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities while maintaining professionalism and discretion.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Office Administration:
Provide administrative support to the Vice President of Institutional Advancement with calendar management, travel coordination, and meeting logistics
Assists with setting up donor visits for the President and key university volunteer solicitors
Serve as first point of contact for donor inquiries via email, phone, mail, and in-person
Draft, format, and proofread correspondence sent on behalf of the Vice President
Responsible for office supply ordering and management
Process invoices and expense reports related to fundraising activities
Serve as a liaison between fundraising staff and internal/external stakeholders
Data Management:
Assist with donor database maintenance: inputting contact information, tracking donations, generating reports, and maintaining data accuracy
Manages Trusteeship Committee materials, including reports, charts, and data entry
Fundraising Support and Stewardship:
Assist in coordinating mailings and donor communications
Support event planning and logistics for donor meetings, cultivation events, and stewardship activities
Execute routine stewardship mailings and acknowledgements
The work of our organization may change as we continuously seek to have greater impact. All of our team members must be flexible and able to adapt to short and long-term shifts in their job duties.
REPORTING RELATIONSHIPS
This position reports to the: Vice President of Institutional Advancement
This position does not supervise other employees.
This position may contribute in supervising 1-2 student workers.
BUDGET MANAGEMENT RESPONSIBILITIES
This position is responsible for the following budget: N/A
Budget Range: This position is not responsible for the management of a budget.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES
Describe the knowledge, skills and abilities required to perform the essential functions of the job.
Working knowledge of Microsoft Office Suite, Google Suite.
Ability to maintain confidential information and to foster trust among donors and prospects.
Ability to manage detailed checklists and logistics related to travel.
Strong attention to detail.
Working knowledge of email, word processing and spreadsheet applications (Excel, Word, Gmail).
Working knowledge of database structures.
Strong collaboration and communication skills.
Outstanding organization and time management skills.
Ability to proofread a wide variety of written pieces.
MINIMUM EDUCATION/EXPERIENCE
High School Diploma or GED equivalent.
Minimum 2+ years professional experience using Microsoft Office and Google suites.
Minimum 2+ years working in a professional office setting.
Minimum of 2+ years working with email, word processing and spreadsheet applications (Excel, Word, Gmail).
Strong interpersonal skills
PREFERRED EDUCATION/EXPERIENCE
Experience with Raiser’s Edge software
Experience with the product Workday
REQUIRED LICENSURE/CERTIFICATION/REGISTRATION
N/A
WORKING CONDITIONS / EQUIPMENT
Must be able to perform the following essential functions with or without a reasonable accommodation:
Must be able to work on a computer for extended periods of time
Ability to lift at least 25 lbs on an occasional basis
Ability to travel on and off campus locations
ADDITIONAL INFORMATION
This is an in-person, full time, 1.0 FTE, non-exempt position, 12 months a year.
Salary for this position is $21.00 an hour
All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.
Skills Required
- Working knowledge of Microsoft Office Suite
- Working knowledge of Google Suite
- Working knowledge of email, word processing and spreadsheet applications (Excel, Word, Gmail)
- Working knowledge of database structures
- Ability to maintain confidential information and foster trust among donors and prospects
- Ability to manage detailed checklists and logistics related to travel
- Strong attention to detail
- Strong collaboration and communication skills
- Outstanding organization and time management skills
- Ability to proofread a wide variety of written pieces
- High School Diploma or GED equivalent
- Minimum 2+ years professional experience using Microsoft Office and Google suites
- Minimum 2+ years working in a professional office setting
- Minimum of 2+ years working with email, word processing and spreadsheet applications
- Ability to work on a computer for extended periods of time
- Ability to lift at least 25 lbs on an occasional basis
- Ability to travel on and off campus locations
- Experience with Raiser's Edge software
- Experience with the product Workday
What We Do
As Minnesota’s first university since 1854, Hamline has a long history of cultivating extraordinary leaders. We offer a premier education deeply rooted in the liberal arts and Wesleyan values, with real-world learning experiences for real-world impact. Through collaborative research projects that open minds, study abroad adventures that open eyes, service-learning opportunities that open hearts, and internships that open doors, students are prepared to take the lead and make a difference in their community—and the world
