Administrative Assistant Job at Coker University in Hartsville

Job Description

Position Title

Administrative Assistant

POSITION SUMMARY

The Administrative Assistant for Advancement provides essential support to Coker University's Office of Advancement by managing day-to-day administrative tasks, coordinating donor and alumni communications, and assisting with events and stewardship efforts. This role helps ensure the smooth operation of advancement activities by maintaining accurate records, preparing correspondence, and providing excellent customer service to donors, alumni, trustees, and campus partners. As a key member of the Advancement team, the Administrative Assistant contributes to the university's fundraising and engagement goals by fostering efficiency, accuracy, and professionalism in all advancement operations.

PRINCIPAL DUTIES

• Provide clerical and organizational support to the Vice President of Institutional Advancement and the Advancement team.

• Manage calendars, schedule meetings, and coordinate logistics for internal and external meetings.
• Answer and route phone calls, emails, and general inquiries with professionalism and discretion.
• Assist with preparation of reports, correspondence, and presentations.
• Maintain office supplies, equipment, and vendor communications.
• Support accurate entry and maintenance of donor, alumni, and prospect records in the advancement database.
• Input daily gift entry, pledge tracking, and acknowledgment processing.
• Generate donor receipts, thank-you letters, and stewardship mailings in a timely manner.
• Coordinate mailings, event invitations, and acknowledgments for donors, alumni, and friends of the university.
• Assist with donor recognition events, including scheduling, logistics, and follow-up communication.

ESSENTIAL QUALIFICATIONS

• Maintain a high level of discretion and confidentiality in all matters.
• Independently plan and execute projects from start to finish.
• Conduct research and prepare clear, professional reports and supporting documents.
• Handle multiple tasks simultaneously, adapt to shifting priorities, and meet deadlines under pressure.
• Demonstrate strong interpersonal and communication skills, with the ability to work collaboratively across departments and with leadership.
• Work both independently and as part of a team, showing initiative, accountability, and adaptability.

EXPERIENCE

• Three years or more of experience in a similar support role where confidentiality, punctuality and a detailed approach to tasks were expected.
• Advanced verbal and written communication skills and professional telephone and email etiquette.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat; strong web navigation skills.
• Excellent organizational, calendaring, and time management skills.
• Strong attention to detail and the ability to manage multiple projects in a fast-paced environment.
• Self- starter, flexible and able to work independently.
• Superior customer service skills in addition to professional personal presentation required.

University Standard Service and Excellence Expectations

Coker's standards of service and excellence to the campus and community are an institutional priority for the university. We pride ourselves on our customer service, communication, and availability to our stakeholders and employees through efficient response times, detailed information, and professionalism.

Being part of Coker University means committing to our Culture of COBRAS. We believe in showing up for students and colleagues with care, openness, bold ideas, and a drive to be remarkable and adaptable-always striking at the opportunity to be better.

Coker University readies undergraduates for personal and professional success through a distinctive four-year program that emphasizes a practical application of the liberal arts as well as hands-on and discussion-based learning within and beyond the classroom. Located in Hartsville, SC, Coker is within two hours of the cultural, financial and recreational resources of Charlotte, Columbia, Charleston and Myrtle Beach.

Coker University, in compliance with all applicable state and federal laws, including Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, does not discriminate on the basis of race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity and expression, age, marital status, veterans or military status, or against individuals with disabilities, or other legally protected classifications in the areas of employment, admission, financial aid or access to educational or extracurricular programs, activities or facilities.