Administrative Specialist - Development

Butler University
Indiana, United States
Salary Not Specified
Posted Date
May 18, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Development & Advancement, Alumni Affairs, Executive, Executive Directors
Employment Level
Employment Type
Full Time

Position Overview

Butler University is seeking a highly motivated professional responsible for the overall coordination, implementation, execution, direction, and completion of specific administrative projects within the University Advancement division. This position provides support to one of the Executive Directors of Development and additional members of the development team but will also collaborate with and support other Advancement departments as needed.

Duties and Responsibilities:

Administrative Support
  • Collaborate with the University Advancement to create and execute project work plans and revise as appropriate to meet changing needs and requirements.
  • Manage day-to-day operational aspects of the Development team.
  • Work effectively in a fast-paced environment, maintaining responsiveness, professionalism and customer service at all times.
  • Collaborate with Executive Director in addition to all members of Advancement by effectively applying Butler University practices and enforce Butler brand management standards, project standards and consistencies.
  • Assist the Executive Director and other frontline staff in planning, scheduling and confirming of meetings.
  • Prepare meeting materials for team members in advance of events.
  • Assist with onboarding process for new staff members by arranging introductory meetings with other areas of the university, reviewing and assisting with the new employee checklist, and ensuring all office resources are provided.
  • Assist in managing and coordinating the Executive Director and team member’s calendars, schedules and travel.
  • Review budget on at least a monthly basis to reconcile and make sure allocations within are on track.
  • Coordinate the handling and/or processing of office administration and business documents, expense and Visa reports, and journal vouchers.
Project Management
  • Review processes within the department to determine whether improvements or efficiencies can be made.
  • Assist with planning and implementation of projects; track and report on progress.
  • Ensure project documents are complete, accurate and current.
  • Create internal/external correspondence.
  • Process communication/information of a complex and confidential nature.
  • Anticipate and prepare content materials needed by team members for meetings and donor visits.
  • Take minutes/notes at meetings as deemed appropriate by the Executive Director; distribute to all appropriate staff.
Position Requirements:
  • Bachelor’s degree preferred.
  • Strong organizational, project management and time management skills.
  • Ability to collaborate in a team-based environment where critical thinking and problem solving skills are vital.
  • Ability to multi-task, prioritize and meet deadlines in a fast-paced office environment.
  • Excellent verbal and written communication skills.
  • Strong Microsoft Office Suite skills; Outlook, Excel, Word, Access and PowerPoint are required.
  • Desire to work in higher education fundraising is preferred.
Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.

Advertised: May 18, 2022
Applications close:

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