Administrative Specialist III - Institutional Advancement
Arkansas State University, Little Rock, AR, United States
Administrative Specialist III - Institutional Advancement
NOTE: If you are a veteran, disabled veteran, or spouse of a deceased veteran and would like Veteran’s Preference, we will need to see proof of status in order to grant that. Please see Veteran’s Preference section of the application for specific proof.
Applicants for this position with ASU-Beebe must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with ASU-Beebe such as H1-B, F-1 (CPT/OPT), TN or any other status.
U.S. Department of Labor
Job Title Administrative Specialist III - Institutional Advancement
Classification Title Administrative Specialist III
Campus Location Job Description GENERAL DESCRIPTION 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
Provide daily administrative support to the Associate Vice Chancellor for Institutional Advancement, including preparing correspondence, managing documentation, and supporting office operations.
Serve 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.
Coordinate office workflow, communications, scheduling and maintain the Associate Vice Chancellor’s calendar.
Maintain organized digital and physical records, databases and documentation using Microsoft Office 365 and institutional systems.
Process incoming and outgoing mail, communicate reminders regarding deadlines and reports, and assist with internal reporting needs.
Assist with budget tracking, purchasing processes, requisitions, P-card transactions, inventory coordination and procurement activities in accordance with institutional policies and procedures.
Support travel arrangements, vehicle reservations, travel approvals and reimbursement processes for the Associate Vice Chancellor and Advancement staff.
Maintain accurate donor and alumni records, including rosters, mailing lists and database management.
Process and track funds related to donations, ticket sales and Advancement activities, including preparing deposits and coordinating with the ASU System Foundation and Finance Office.
Assist with donor communications, acknowledgments, pledge tracking, payroll deductions and account setup.
Support planning and execution of Advancement events, meetings and engagement activities, including logistics, materials, agendas, minutes and follow‑up tasks.
Maintain confidentiality of donor, financial and institutional information while demonstrating professionalism, initiative and the ability to work independently under pressure.
Required Qualifications Minimum Qualifications
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
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.
Minimum Salary or Salary Range Commensurate with experience
Physical Activities Stand
Stand occasionally
Walk
Walk occasionally
Sit
Sit regularly
Use hand to finger, handle, or feel
Use hand to finger, handle, or feel regularly
Reach with hands and arms
Reach with hands and arms regularly
Climb or balance
Climb or balance occasionally
Stoop, kneel, crouch or crawl
Stoop, kneel, crouch or crawl occasionally
Talk or Hear
Talk or Hear regularly
Taste or smell
Physical Exertion Up to 10 pounds
Up to 10 pounds frequently
Up to 25 pounds
Up to 25 pounds occasionally
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
Vision Requirements Does this position have any special vision requirements? Check all that apply.
Close vision, Distance vision, Color vision, Peripheral vision, Depth perception, Ability to adjust focus
Background Check Requirements Background Check Requirements Both
Equal Opportunity Statement 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.
Posting Number NC3232014
Open Date 03/19/2026
Close Date Open Until Filled No
Special Instructions to Applicants NOTE : If you are a veteran, disabled veteran, or spouse of a deceased veteran and would like Veteran’s Preference, we will need to see proof of status in order to grant that. Please see Veteran’s Preference section of the application for specific proof.
Applicants for this position with ASU‑Beebe must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with ASU‑Beebe such as H1‑B, F‑1 ( CPT / OPT ), TN or any other status.
U.S. Department of Labor
Required fields are indicated with an asterisk (*).
Application Required Fields
* What is the highest level of education attained?
GED
High School Diploma
Associates Degree
Bachelors Degree
Masters Degree
PHD
* How many months/years related work experience do you have?
Less than 1 year
1 to 2 years
3 to 4 years
5+ years
Documents Needed To Apply
Required Documents
Resume
Cover Letter
Unofficial Transcripts
Optional Documents
Other
Proof of Veteran's Preference
ASU‑Beebe is a public two‑year college with its main campus located in Beebe, Arkansas on the 67/167 corridor approximately 35 miles north of the state's capital of Little Rock.
ASU‑Beebe has campuses located in Beebe, Heber Springs, Searcy, Little Rock Air Force Base, and online.
#J-18808-Ljbffr
Applicants for this position with ASU-Beebe must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with ASU-Beebe such as H1-B, F-1 (CPT/OPT), TN or any other status.
U.S. Department of Labor
Job Title Administrative Specialist III - Institutional Advancement
Classification Title Administrative Specialist III
Campus Location Job Description GENERAL DESCRIPTION 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
Provide daily administrative support to the Associate Vice Chancellor for Institutional Advancement, including preparing correspondence, managing documentation, and supporting office operations.
Serve 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.
Coordinate office workflow, communications, scheduling and maintain the Associate Vice Chancellor’s calendar.
Maintain organized digital and physical records, databases and documentation using Microsoft Office 365 and institutional systems.
Process incoming and outgoing mail, communicate reminders regarding deadlines and reports, and assist with internal reporting needs.
Assist with budget tracking, purchasing processes, requisitions, P-card transactions, inventory coordination and procurement activities in accordance with institutional policies and procedures.
Support travel arrangements, vehicle reservations, travel approvals and reimbursement processes for the Associate Vice Chancellor and Advancement staff.
Maintain accurate donor and alumni records, including rosters, mailing lists and database management.
Process and track funds related to donations, ticket sales and Advancement activities, including preparing deposits and coordinating with the ASU System Foundation and Finance Office.
Assist with donor communications, acknowledgments, pledge tracking, payroll deductions and account setup.
Support planning and execution of Advancement events, meetings and engagement activities, including logistics, materials, agendas, minutes and follow‑up tasks.
Maintain confidentiality of donor, financial and institutional information while demonstrating professionalism, initiative and the ability to work independently under pressure.
Required Qualifications Minimum Qualifications
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
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.
Minimum Salary or Salary Range Commensurate with experience
Physical Activities Stand
Stand occasionally
Walk
Walk occasionally
Sit
Sit regularly
Use hand to finger, handle, or feel
Use hand to finger, handle, or feel regularly
Reach with hands and arms
Reach with hands and arms regularly
Climb or balance
Climb or balance occasionally
Stoop, kneel, crouch or crawl
Stoop, kneel, crouch or crawl occasionally
Talk or Hear
Talk or Hear regularly
Taste or smell
Physical Exertion Up to 10 pounds
Up to 10 pounds frequently
Up to 25 pounds
Up to 25 pounds occasionally
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
Vision Requirements Does this position have any special vision requirements? Check all that apply.
Close vision, Distance vision, Color vision, Peripheral vision, Depth perception, Ability to adjust focus
Background Check Requirements Background Check Requirements Both
Equal Opportunity Statement 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.
Posting Number NC3232014
Open Date 03/19/2026
Close Date Open Until Filled No
Special Instructions to Applicants NOTE : If you are a veteran, disabled veteran, or spouse of a deceased veteran and would like Veteran’s Preference, we will need to see proof of status in order to grant that. Please see Veteran’s Preference section of the application for specific proof.
Applicants for this position with ASU‑Beebe must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with ASU‑Beebe such as H1‑B, F‑1 ( CPT / OPT ), TN or any other status.
U.S. Department of Labor
Required fields are indicated with an asterisk (*).
Application Required Fields
* What is the highest level of education attained?
GED
High School Diploma
Associates Degree
Bachelors Degree
Masters Degree
PHD
* How many months/years related work experience do you have?
Less than 1 year
1 to 2 years
3 to 4 years
5+ years
Documents Needed To Apply
Required Documents
Resume
Cover Letter
Unofficial Transcripts
Optional Documents
Other
Proof of Veteran's Preference
ASU‑Beebe is a public two‑year college with its main campus located in Beebe, Arkansas on the 67/167 corridor approximately 35 miles north of the state's capital of Little Rock.
ASU‑Beebe has campuses located in Beebe, Heber Springs, Searcy, Little Rock Air Force Base, and online.
#J-18808-Ljbffr