University of Illinois Springfield
Advancement Office Administrator
University of Illinois Springfield, Springfield, Illinois, us, 62777
Advancement Office Administrator – University of Illinois Springfield
Under general supervision, this position serves as an aide to the Division of Advancement and as the primary contact for questions regarding gift transactions; supports the staff of the Division of Advancement with donor events, fundraising projects, operational and procedural tasks; and handles information of a highly confidential nature. Duties & Responsibilities
Supports daily office operations through responsibilities such as document preparation and copying; screening, prioritizing, and distributing mail to appropriate staff; checking UIS Advancement emails and voicemails daily; coordinating calendars and meetings; processing expense reports for leadership; and performing additional administrative tasks to advance smooth and efficient workflow. Screens calls and visitors, determines needs and directs call/visitors as necessary, personally handling routine inquiries, requests or problems; screens and prioritizes mail and distributes to appropriate staff; serves as the alternate Assistant to the Vice Chancellor for Advancement when the Business Manager is absent. Assists staff in special projects involving gifts and in planning and executing events as needed, such as attending event planning meetings, taking notes, working with units, setting up decorations, working reception, etc.; enters and tracks event RSVPs in Cvent and TED, prints name tags and table cards. Compiles and verifies information in TED; updates demographic information in TED; updates committee and demographic information in TED; researches online individuals, companies, etc. as requested; assists in applying opt‑out codes in TED. Processes gifts; prepares gift transmittals, bank deposits, and scans documents to UIF; researches and follows up on questions and errors; prints and mails the weekly donor thank‑you letters. Serves as the primary contact/liaison for UIF, UIS units, and other staff for questions from donors, staff and units regarding gift transactions. Works with Stewardship and Donor Relations Coordinator to provide support in the planning and execution of the annual Scholarship Luncheon; assists in the review, management and mailing of recipient thank‑you letters and bios and post‑event communications. Assists in the search, evaluation, hiring, and training of Advancement Student Worker(s). Attends Division of Advancement meetings; attends Foundation, University and campus training sessions and meetings as needed (both on and off campus). Serves as FABweb Unit Rep – conducts biennial inventory of equipment and ongoing inventory and replenishment of office supplies; utilizes project management tools to track the status of mass communications. Other duties as assigned. Minimum Qualifications
High school diploma or equivalent. Any one of the following:
A.
Four (4) years (48 months) of work experience comparable to the third level of this series or
B.
Two (2) years (24 months) of work experience comparable to the fourth level of this series. Preferred Qualifications
Knowledge of U of I system and/or experience in a higher education setting. Bachelor's degree. Knowledge, Skills & Abilities
Proficiency with Microsoft Office suite (e.g. Word, Excel, PowerPoint) as well as with an Internet browser (e.g. Microsoft Internet Explorer, Mozilla Firefox, or comparable browser). Performing Administrative Activities – Performing day‑to‑day administrative tasks such as maintaining information files and processing paperwork. Communicating with persons outside organization – Representing the organization to the public, government, and other external sources, communicating in person, in writing, or by telephone or e‑mail. Oral and Written Expression – The ability to communicate information and ideas verbally and in writing so others will understand; ability to type and transcribe accurately. Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize, organize, and accomplish your work. Ability to recognize and appropriately handle items of a sensitive and confidential nature. Physical Demands
Sitting – Frequently Lifting – Occasionally Carrying – Occasionally Kneeling – Occasionally Talking – Frequently Travel Requirements
0% – Occasional day and overnight travel with advanced notice. Employment Policies
Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam. UIS is an affirmative action/equal opportunity employer with a strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E‑Verify to verify employment eligibility. The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment. This position is intended to be eligible for benefits, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. UIS employment in this role is not covered by Social Security, and instead is covered by the State University Retirement System. Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted by contacting UIS HR at hremployment@uis.edu or call 217‑206‑6652. All postings close at 5:00 pm CST on the posting close date.
Please Note:
All postings close at 5:00 pm CST on the posting close date.
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Under general supervision, this position serves as an aide to the Division of Advancement and as the primary contact for questions regarding gift transactions; supports the staff of the Division of Advancement with donor events, fundraising projects, operational and procedural tasks; and handles information of a highly confidential nature. Duties & Responsibilities
Supports daily office operations through responsibilities such as document preparation and copying; screening, prioritizing, and distributing mail to appropriate staff; checking UIS Advancement emails and voicemails daily; coordinating calendars and meetings; processing expense reports for leadership; and performing additional administrative tasks to advance smooth and efficient workflow. Screens calls and visitors, determines needs and directs call/visitors as necessary, personally handling routine inquiries, requests or problems; screens and prioritizes mail and distributes to appropriate staff; serves as the alternate Assistant to the Vice Chancellor for Advancement when the Business Manager is absent. Assists staff in special projects involving gifts and in planning and executing events as needed, such as attending event planning meetings, taking notes, working with units, setting up decorations, working reception, etc.; enters and tracks event RSVPs in Cvent and TED, prints name tags and table cards. Compiles and verifies information in TED; updates demographic information in TED; updates committee and demographic information in TED; researches online individuals, companies, etc. as requested; assists in applying opt‑out codes in TED. Processes gifts; prepares gift transmittals, bank deposits, and scans documents to UIF; researches and follows up on questions and errors; prints and mails the weekly donor thank‑you letters. Serves as the primary contact/liaison for UIF, UIS units, and other staff for questions from donors, staff and units regarding gift transactions. Works with Stewardship and Donor Relations Coordinator to provide support in the planning and execution of the annual Scholarship Luncheon; assists in the review, management and mailing of recipient thank‑you letters and bios and post‑event communications. Assists in the search, evaluation, hiring, and training of Advancement Student Worker(s). Attends Division of Advancement meetings; attends Foundation, University and campus training sessions and meetings as needed (both on and off campus). Serves as FABweb Unit Rep – conducts biennial inventory of equipment and ongoing inventory and replenishment of office supplies; utilizes project management tools to track the status of mass communications. Other duties as assigned. Minimum Qualifications
High school diploma or equivalent. Any one of the following:
A.
Four (4) years (48 months) of work experience comparable to the third level of this series or
B.
Two (2) years (24 months) of work experience comparable to the fourth level of this series. Preferred Qualifications
Knowledge of U of I system and/or experience in a higher education setting. Bachelor's degree. Knowledge, Skills & Abilities
Proficiency with Microsoft Office suite (e.g. Word, Excel, PowerPoint) as well as with an Internet browser (e.g. Microsoft Internet Explorer, Mozilla Firefox, or comparable browser). Performing Administrative Activities – Performing day‑to‑day administrative tasks such as maintaining information files and processing paperwork. Communicating with persons outside organization – Representing the organization to the public, government, and other external sources, communicating in person, in writing, or by telephone or e‑mail. Oral and Written Expression – The ability to communicate information and ideas verbally and in writing so others will understand; ability to type and transcribe accurately. Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize, organize, and accomplish your work. Ability to recognize and appropriately handle items of a sensitive and confidential nature. Physical Demands
Sitting – Frequently Lifting – Occasionally Carrying – Occasionally Kneeling – Occasionally Talking – Frequently Travel Requirements
0% – Occasional day and overnight travel with advanced notice. Employment Policies
Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam. UIS is an affirmative action/equal opportunity employer with a strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E‑Verify to verify employment eligibility. The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment. This position is intended to be eligible for benefits, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. UIS employment in this role is not covered by Social Security, and instead is covered by the State University Retirement System. Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted by contacting UIS HR at hremployment@uis.edu or call 217‑206‑6652. All postings close at 5:00 pm CST on the posting close date.
Please Note:
All postings close at 5:00 pm CST on the posting close date.
#J-18808-Ljbffr