Administrative Specialist III - Institutional Advancement
Arkansas State University-beebe, Beebe, AR, United States
Administrative Specialist III - Institutional Advancement
The Administrative Specialist III provides comprehensive administrative and operational support to the Associate Vice Chancellor for Institutional Advancement and the Advancement Office. This position serves as a central point of coordination for office operations, donor and alumni records, financial processing, event support, and internal communications. The role requires a high level of organization, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, team-oriented environment. Essential duties and responsibilities include: Providing daily administrative support to the Associate Vice Chancellor for Institutional Advancement, including preparing correspondence, managing documentation, and supporting office operations. Serving as the primary point of contact for the Advancement Office, providing professional customer service to visitors, students, faculty and staff via phone, email and in person. Coordinating office workflow, communications, scheduling and maintaining the Associate Vice Chancellor's calendar. Maintaining organized digital and physical records, databases and documentation using Microsoft Office 365 and institutional systems. Processing incoming and outgoing mail, communicating reminders regarding deadlines and reports, and assisting with internal reporting needs. Assisting with budget tracking, purchasing processes, requisitions, P-card transactions, inventory coordination and procurement activities in accordance with institutional policies and procedures. Supporting travel arrangements, vehicle reservations, travel approvals and reimbursement processes for the Associate Vice Chancellor and Advancement staff. Maintaining accurate donor and alumni records, including rosters, mailing lists and database management. Processing and tracking funds related to donations, ticket sales and Advancement activities, including preparing deposits and coordinating with the ASU System Foundation and Finance Office. Assisting with donor communications, acknowledgments, pledge tracking, payroll deductions and account setup. Supporting planning and execution of Advancement events, meetings and engagement activities, including logistics, materials, agendas, minutes and follow-up tasks. Maintaining confidentiality of donor, financial and institutional information while demonstrating professionalism, initiative and the ability to work independently under pressure. Minimum qualifications include: High school diploma or equivalent required; associate's degree preferred. One-year administrative experience, preferably in higher education, nonprofit or office management environment. Strong organizational, time management and multitasking skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams). Preferred qualifications include: Experience with purchasing, budgeting, inventory management or procurement processes. Familiarity with donor databases or CRM systems (e.g., Raiser's Edge). Experience supporting events, fundraising activities or alumni relations. Experience with e-news platforms, Canva, JotForm or similar tools. Physical activities include: Stand occasionally Walk occasionally Sit regularly Use hand to finger, handle, or feel regularly Reach with hands and arms regularly Climb or balance occasionally Stoop, kneel, crouch or crawl occasionally Talk or Hear regularly Physical exertion includes: Up to 10 pounds frequently Up to 25 pounds occasionally Up to 50 pounds Up to 100 pounds More than 100 pounds Vision requirements include: Close vision Distance vision Color vision Peripheral vision Depth perception Ability to adjust focus This position will be subject to a pre-employment criminal, sex-offender registry background check. In cases where pre-determined, an additional financial/credit history/background check may be required as well. Convictions that have been sealed or legally eradicated and misdemeanor convictions for which probation was completed and the case was dismissed, will be excluded. Disclosure does not constitute an automatic bar to employment. Factors such as dates of the offense, seriousness and nature of the violation, rehabilitation and position applied for will be taken into account. Arkansas State University-Beebe shall provide equal opportunity for employment to all persons regardless of race, color, religion, sex, national origin, disability, age, or veteran status, and shall strive to achieve full and equal employment opportunity throughout our campuses for faculty and staff. Our goal is to foster a workplace community where individuals are valued for their diverse backgrounds and differences.
The Administrative Specialist III provides comprehensive administrative and operational support to the Associate Vice Chancellor for Institutional Advancement and the Advancement Office. This position serves as a central point of coordination for office operations, donor and alumni records, financial processing, event support, and internal communications. The role requires a high level of organization, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, team-oriented environment. Essential duties and responsibilities include: Providing daily administrative support to the Associate Vice Chancellor for Institutional Advancement, including preparing correspondence, managing documentation, and supporting office operations. Serving as the primary point of contact for the Advancement Office, providing professional customer service to visitors, students, faculty and staff via phone, email and in person. Coordinating office workflow, communications, scheduling and maintaining the Associate Vice Chancellor's calendar. Maintaining organized digital and physical records, databases and documentation using Microsoft Office 365 and institutional systems. Processing incoming and outgoing mail, communicating reminders regarding deadlines and reports, and assisting with internal reporting needs. Assisting with budget tracking, purchasing processes, requisitions, P-card transactions, inventory coordination and procurement activities in accordance with institutional policies and procedures. Supporting travel arrangements, vehicle reservations, travel approvals and reimbursement processes for the Associate Vice Chancellor and Advancement staff. Maintaining accurate donor and alumni records, including rosters, mailing lists and database management. Processing and tracking funds related to donations, ticket sales and Advancement activities, including preparing deposits and coordinating with the ASU System Foundation and Finance Office. Assisting with donor communications, acknowledgments, pledge tracking, payroll deductions and account setup. Supporting planning and execution of Advancement events, meetings and engagement activities, including logistics, materials, agendas, minutes and follow-up tasks. Maintaining confidentiality of donor, financial and institutional information while demonstrating professionalism, initiative and the ability to work independently under pressure. Minimum qualifications include: High school diploma or equivalent required; associate's degree preferred. One-year administrative experience, preferably in higher education, nonprofit or office management environment. Strong organizational, time management and multitasking skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams). Preferred qualifications include: Experience with purchasing, budgeting, inventory management or procurement processes. Familiarity with donor databases or CRM systems (e.g., Raiser's Edge). Experience supporting events, fundraising activities or alumni relations. Experience with e-news platforms, Canva, JotForm or similar tools. Physical activities include: Stand occasionally Walk occasionally Sit regularly Use hand to finger, handle, or feel regularly Reach with hands and arms regularly Climb or balance occasionally Stoop, kneel, crouch or crawl occasionally Talk or Hear regularly Physical exertion includes: Up to 10 pounds frequently Up to 25 pounds occasionally Up to 50 pounds Up to 100 pounds More than 100 pounds Vision requirements include: Close vision Distance vision Color vision Peripheral vision Depth perception Ability to adjust focus This position will be subject to a pre-employment criminal, sex-offender registry background check. In cases where pre-determined, an additional financial/credit history/background check may be required as well. Convictions that have been sealed or legally eradicated and misdemeanor convictions for which probation was completed and the case was dismissed, will be excluded. Disclosure does not constitute an automatic bar to employment. Factors such as dates of the offense, seriousness and nature of the violation, rehabilitation and position applied for will be taken into account. Arkansas State University-Beebe shall provide equal opportunity for employment to all persons regardless of race, color, religion, sex, national origin, disability, age, or veteran status, and shall strive to achieve full and equal employment opportunity throughout our campuses for faculty and staff. Our goal is to foster a workplace community where individuals are valued for their diverse backgrounds and differences.