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Title: Administrative Associate

Division: Development

Department: Development

FLSA Status: Non-Exempt

Salary Range: Grade 6: $14.34/hour

EEO Job Group: 5 E5

Position Summary

The University of Southern Indiana is accepting applications for Administrative Associate.

Provide clerical support to the Development Office, Vice President for Development, and Director of Development and assist in the operations of the Development Office.

Duties/Responsibilities 

• Provide clerical support to the Vice President for Development, Director of Development and Development office staff, including preparation of fundraising appeal letters, donor correspondence, reports and presentations.
  
  
• Coordinate, produce, and process scholarship and other departmental fundraising appeals.
  
  
• Provide clerical assistance to the gift officers and other office administrators, including preparing meeting materials and correspondence.
  
  
• Process all receipts for Foundation credit cards and reconcile the Development credit card.
  
  
• Maintain inventory of and order office supplies, while being mindful of and remaining within budgetary limits.
  
  
• Maintain meeting minutes of the Foundation Board of Directors.
  
  
• Assist in the coordination of donor visits.
  
  
• Coordinate calendars and travel schedules (if out of town) with the respective University offices of USI officials and Travel Services for their meetings with current and prospective donors. Prepare materials needed for these visits.
  
  
• Assist with event management. Assist with invitations: merge data, print invitations and envelopes, add postage, prepare mailing forms. Prepare nametags, place cards, and/or table tents as needed. Track RSVPs. Assist at actual event as needed.
  
  
• Order flowers for deaths, birthday, and other occasions. Ensure timely delivery. Maintain records for payment. Enter contact reports in database for all flowers sent.
  
  
• Prepare birthday cards monthly for various alumni and friends of the University. Circulate the cards to staff for signatures and ensure they are mailed in a timely manner.
  
  
• Answer main telephone line and route calls. Manage a schedule of phone coverage when not available.
  
  
• Prepare and maintain the Development Office calendar for all appeals, events, and pertinent University functions.
  
  
• Perform gift processing duties as backup during staff absence or in times of peak activity.
  
  
• Update and maintain office policies and procedures. Make Development Office staff aware of updates and changes.
  
  
• Conduct data review and entry in the database and elsewhere as needed.
  
  
• Greet and provide general support to donors and visitors of the Development Office.
  
  
• Ensure needs and requests of donors are communicated appropriately to all necessary Development Office staff.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma/GED.
  
  
• Ability to work independently.
  
  
• Strong interpersonal and time management skills.
  
  
• Strong written and oral communications skills.
  
  
• Strong organizational skills required with a high attention to detail.
  
  
• Ability to maintain confidentiality of sensitive materials and information.
  
  
• Proficiency in word processing, spreadsheets, presentation software, and email.

Preferred Knowledge and Skills

• Associate’s degree.
  
  
• Minimum of two years of office related experience.

Regular Work Hours/Travel Requirements

About USI         

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities