Administrative Assistant

Institutional Advancement

To Apply
Send resume/CV, cover letter, and reference list to:
person Laura Custer, Director of Human Resources
phone 859-344-3314
place Thomas More University, 333 Thomas More Parkway, Crestview Hills, KY 41017


Basic Purpose

The Administrative Assistant for Institutional Advancement will coordinate office administration and procedures, in order to ensure organizational effectiveness and efficiency. The Administrative Assistant is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control. Serves as the primary administrative support for the Vice President of Institutional Advancement and direct reports. The Administrative Assistant coordinates stewardship efforts for endowment benefactors and assists with the processing of gifts to the University.

Core Competencies

  • Excellent communication and writing skills
  • Excellent organizational abilities and time management skills
  • Excellent oral communication skills
  • Ability to multi-task
  • Proficient in Microsoft Office
  • Ability to work autonomously


Principal Duties & Activities

  • Design and implement office operations and procedures to improve efficiency of the department
  • Review, maintain and make recommendations for adjustments in departmental budget lines
  • Assist Advancement Services employees with the processing of gifts to the university
  • Manage departmental schedules, calendars and appointments when appropriate
  • Organize orientation and training of new staff members
  • Coordinate travel plans for department employees upon request
  • Schedule meetings and record minutes for Institutional Advancement Committee and staff meetings
  • Implement and maintain reports for special campaigns for the department and University as requested
  • Schedule and maintain Institutional Advancement calendar
  • Perform review and analysis of special projects
  • Ensure office financial objectives are met by preparing annual budget for the office, planning expenditures, analyzing variances and carrying out necessary corrections if needed
  • Execute stewardship efforts including annual report letters to benefactors, update benefactor information, coordinate with Financial Aid to collect all student scholarship thank you letters to benefactors and maintain records for all University endowments
  • Assist in executing annual appeals/mailings for department
  • Monitor and maintain office supplies inventory
  • Coordinate with IT department to maintain all office equipment
  • Process and maintain records of all invoices, including processing all necessary purchase order requests for the department
  • Answer office lines and route calls to appropriate department directors
  • Provide general support to visitors
  • Hire and supervise all student employees for the department


  • Assist the Event Coordinator with event planning and execution
  • Assist the Director of Annual Giving & Advancement Services with data integrity, recording of gifts and generate weekly reports as needed
  • Adapt to new projects or changes to processes
  • Assist with grants as needed.
  • Proof letters, brochures, newsletters, etc. as needed
  • Other duties as assigned


Education, Specialized and/or Technical Knowledge Requirements

Education:  High School diploma or equivalent required.  Associate Degree preferred.

Experience:  At least three years clerical/administrative experience.

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