Administrative Assistant, Office of Advancement and Alumni Relations
Bushnell University, Eugene, OR, United States
Position
Administrative Assistant, Office of Advancement and Alumni Relations
Department: Advancement Supervisor: Director of Development Status: Full‑time, benefit‑eligible, hourly
Overview Founded in 1895, Bushnell University provides a holistic Christian education, fostering wisdom, faith, and service in its students. In joining the staff here, you will be part of an academic community that seeks to cultivate your faith while you make a difference in the lives of our students. Bushnell is the largest private university in Eugene’s vibrant university district, which also includes the University of Oregon. Eugene is a college town small enough to know your neighbors and large enough to offer fantastic arts, entertainment, dining, healthcare, and educational opportunities. It is also an ideal place to enjoy the beautiful Pacific Northwest, being just one hour from the Oregon Coast, one hour from the Cascade Mountains, and less than two hours from Portland and the Columbia River Gorge.
Job Summary The Administrative Assistant in the Office of Advancement and Alumni Relations serves as the initial contact for all alumni, donors, VIPs and friends of the University. The role is essential to the success of the Bushnell University fundraising effort and requires an individual with a high level of personal motivation, attention to detail, and willingness to provide significant support to events, communications, and office/campus hospitality.
Position Duties & Responsibilities
Work in positive, collegial relationship with all Advancement team members, the Office of the President, and all campus and community entities.
Manage the reception area of the Office of Advancement, phones and welcome of guests.
Oversee general management of office hospitality for donors, alumni, friends, and campus colleagues, making the Advancement Office an inviting, responsive space.
Provide ongoing donor care and stewardship of all donors/VIPs/alumni, overseeing our efforts at relating, inviting, remembering, and therefore retaining our current donors.
Initiate and/or assist with advancement print communications such as thank you letters, fundraising appeals, event invitations, general correspondence, and donor reports.
Provide organizational leadership and planning for advancement events, both on and off campus including the gala, golf tournament, scholarship luncheons, and campaign events.
General oversight of the Advancement office operations including mailing services, supplies, preparing staff meeting agendas, and monitoring budget and office expenditures.
Provide direct administrative support to the Vice President for Advancement such as completing monthly credit card expenses, managing their portfolio/actions, and prepping them for donor meetings.
Manage and execute the electronic communications (email, invitations, and newsletters).
Develop proficiency with Raiser’s Edge (CRM) donor‑management software for record maintenance in support of the Donor Relations Specialist.
Make quarterly LYBUNT calls with the Donor Relations Specialist.
Create, send, and keep record of sponsorship invoices on behalf of the Director of Annual Giving.
Represent Bushnell University at key donor relations events.
Order all swag and branded material for the Advancement office.
Attend monthly administrative minds meetings, social media meetings, and quarterly building safety committee meetings.
Oversee the alumni@bushnell.edu email account and the Bushnell Alumni social media account.
Oversee the advancement@bushnell.edu email account.
Support the efforts of the Editor of The Beacon magazine (content gathering, writing, obituaries, etc.).
Manage and update the Alumni and Advancement website pages.
Other duties as assigned by the Vice President for Advancement or the Director of Development and in collaboration with other Advancement colleagues and the Office of the President.
Experience and Qualification Requirements
Two to three years previous experience in administrative/office and/or ministry
onprofit settings.
Bachelor’s degree preferred, or proven record of equivalent competencies.
Strong organizational skills and ability to plan and execute events.
Willingness to work independently as a part of a highly collaborative team.
Significant oral and written communication skills.
High relational savvy and emotional intelligence.
The ability to promote the value of Christian higher education, as well as our University mission, goals, and objectives.
Knowledge of / Experience with
Basic proficiency in Microsoft Office Suite programs including Word, Excel, PowerPoint, etc.
Basic knowledge of database use proficiency (CRM software preferred) or proven ability to learn software.
Comfortable learning new technology.
Working Conditions/Special Requirements
Bushnell employees must have a maturing Christian faith and live in compliance with the duties and expectations as detailed in the Employee Handbook.
The position requires a strong commitment to multiculturalism and diversity.
The position requires working in a non‑smoking, drug‑free environment.
The employee must adhere to FERPA guidelines and student confidentiality at all times.
All employees of Bushnell are “mandatory reporters” under Oregon law.
The employee must have knowledge of strong office management techniques; operations, procedures, specific rules and precedents of the office; research methods and report writing techniques; record‑keeping techniques; operation of office machines including computer equipment and specified software; principles of training and providing work direction.
The position requires a strong ability to communicate effectively and succinctly, both verbally and in writing, utilizing tact, patience and courtesy.
Listening skills and the ability to speak and write clearly are essential to this position. Must possess exceptional interpersonal and communication skills.
The employee must have high personal motivation, with great attention to detail and accuracy.
This person must project a positive, vibrant and professional attitude in assisting people.
This person must have high ethics of honesty and confidentiality, with a genuine and gracious presence pertaining to the students, faculty, staff and business of the department and the University.
This position may require lifting up to 25 lbs, as well as bending, stooping, kneeling.
The position requires occasional nights and weekends in support of Advancement and University‑wide events (compensatory time offered).
Benefits Full‑time, benefit‑eligible, hourly position with standard workplace accommodations and flexible scheduling as permitted by campus policy.
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Department: Advancement Supervisor: Director of Development Status: Full‑time, benefit‑eligible, hourly
Overview Founded in 1895, Bushnell University provides a holistic Christian education, fostering wisdom, faith, and service in its students. In joining the staff here, you will be part of an academic community that seeks to cultivate your faith while you make a difference in the lives of our students. Bushnell is the largest private university in Eugene’s vibrant university district, which also includes the University of Oregon. Eugene is a college town small enough to know your neighbors and large enough to offer fantastic arts, entertainment, dining, healthcare, and educational opportunities. It is also an ideal place to enjoy the beautiful Pacific Northwest, being just one hour from the Oregon Coast, one hour from the Cascade Mountains, and less than two hours from Portland and the Columbia River Gorge.
Job Summary The Administrative Assistant in the Office of Advancement and Alumni Relations serves as the initial contact for all alumni, donors, VIPs and friends of the University. The role is essential to the success of the Bushnell University fundraising effort and requires an individual with a high level of personal motivation, attention to detail, and willingness to provide significant support to events, communications, and office/campus hospitality.
Position Duties & Responsibilities
Work in positive, collegial relationship with all Advancement team members, the Office of the President, and all campus and community entities.
Manage the reception area of the Office of Advancement, phones and welcome of guests.
Oversee general management of office hospitality for donors, alumni, friends, and campus colleagues, making the Advancement Office an inviting, responsive space.
Provide ongoing donor care and stewardship of all donors/VIPs/alumni, overseeing our efforts at relating, inviting, remembering, and therefore retaining our current donors.
Initiate and/or assist with advancement print communications such as thank you letters, fundraising appeals, event invitations, general correspondence, and donor reports.
Provide organizational leadership and planning for advancement events, both on and off campus including the gala, golf tournament, scholarship luncheons, and campaign events.
General oversight of the Advancement office operations including mailing services, supplies, preparing staff meeting agendas, and monitoring budget and office expenditures.
Provide direct administrative support to the Vice President for Advancement such as completing monthly credit card expenses, managing their portfolio/actions, and prepping them for donor meetings.
Manage and execute the electronic communications (email, invitations, and newsletters).
Develop proficiency with Raiser’s Edge (CRM) donor‑management software for record maintenance in support of the Donor Relations Specialist.
Make quarterly LYBUNT calls with the Donor Relations Specialist.
Create, send, and keep record of sponsorship invoices on behalf of the Director of Annual Giving.
Represent Bushnell University at key donor relations events.
Order all swag and branded material for the Advancement office.
Attend monthly administrative minds meetings, social media meetings, and quarterly building safety committee meetings.
Oversee the alumni@bushnell.edu email account and the Bushnell Alumni social media account.
Oversee the advancement@bushnell.edu email account.
Support the efforts of the Editor of The Beacon magazine (content gathering, writing, obituaries, etc.).
Manage and update the Alumni and Advancement website pages.
Other duties as assigned by the Vice President for Advancement or the Director of Development and in collaboration with other Advancement colleagues and the Office of the President.
Experience and Qualification Requirements
Two to three years previous experience in administrative/office and/or ministry
onprofit settings.
Bachelor’s degree preferred, or proven record of equivalent competencies.
Strong organizational skills and ability to plan and execute events.
Willingness to work independently as a part of a highly collaborative team.
Significant oral and written communication skills.
High relational savvy and emotional intelligence.
The ability to promote the value of Christian higher education, as well as our University mission, goals, and objectives.
Knowledge of / Experience with
Basic proficiency in Microsoft Office Suite programs including Word, Excel, PowerPoint, etc.
Basic knowledge of database use proficiency (CRM software preferred) or proven ability to learn software.
Comfortable learning new technology.
Working Conditions/Special Requirements
Bushnell employees must have a maturing Christian faith and live in compliance with the duties and expectations as detailed in the Employee Handbook.
The position requires a strong commitment to multiculturalism and diversity.
The position requires working in a non‑smoking, drug‑free environment.
The employee must adhere to FERPA guidelines and student confidentiality at all times.
All employees of Bushnell are “mandatory reporters” under Oregon law.
The employee must have knowledge of strong office management techniques; operations, procedures, specific rules and precedents of the office; research methods and report writing techniques; record‑keeping techniques; operation of office machines including computer equipment and specified software; principles of training and providing work direction.
The position requires a strong ability to communicate effectively and succinctly, both verbally and in writing, utilizing tact, patience and courtesy.
Listening skills and the ability to speak and write clearly are essential to this position. Must possess exceptional interpersonal and communication skills.
The employee must have high personal motivation, with great attention to detail and accuracy.
This person must project a positive, vibrant and professional attitude in assisting people.
This person must have high ethics of honesty and confidentiality, with a genuine and gracious presence pertaining to the students, faculty, staff and business of the department and the University.
This position may require lifting up to 25 lbs, as well as bending, stooping, kneeling.
The position requires occasional nights and weekends in support of Advancement and University‑wide events (compensatory time offered).
Benefits Full‑time, benefit‑eligible, hourly position with standard workplace accommodations and flexible scheduling as permitted by campus policy.
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