What are the responsibilities and job description for the Administrative Assistant, Institutional Advancement position at AUSTIN PRESBYTERIAN THEOLOGICAL SEMINARY?
Job Title: Administrative Assistant
Department: Institutional Advancement
Reports to: Vice President for Institutional Advancement
FLSA Status: Non-Exempt
Job Summary
The Administrative Assistant serves the mission of Austin Presbyterian Theological Seminary by providing administrative and operational support to the Office of Institutional Advancement. This role contributes to the Seminary’s reputation, programs, and strategic initiatives by ensuring effective support for scheduling, communications, and events that support alumni relations, institutional stewardship, and communications.
The Administrative Assistant brings prior experience in administrative support, office management, or a related role, along with strong organizational skills, attention to detail, emotional intelligence, and a self-directed commitment to learning and professional growth.
This position works collaboratively across campus and plays a vital role in supporting the daily operations and long-term effectiveness of the Advancement team.
This position reports directly to the Vice President for Institutional Advancement.
Essential Function and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Administrative and Operational Support
- Provide comprehensive administrative support for the Office of Institutional Advancement.
- Maintain the Advancement office calendar, project plans, and shared materials, including supplies, storage, and office spaces.
- Coordinate calendars, scheduling, and travel arrangements for the Vice President for Institutional Advancement.
- Track, reconcile, and report on operational budget activity in coordination with Seminary finance staff.
- Provide administrative and logistical support for Alumni Relations events, including preparation, scheduling, and follow-up.
Data and Systems Support
- Assist with Advancement database entry, updates, and data integrity.
- Coordinate event registration processes for large Seminary-wide events in support of Advancement planning and execution.
- Support adherence to data privacy and confidentiality standards.
Campus Collaboration
- Serve as the department liaison to the administrative team (A-Team), Facilities and Maintenance, Information Technology, and Campus Events.
- Support effective communication and coordination between Advancement and other Seminary offices.
Other Duties
- Perform other duties as assigned in support of the mission and operations of the Office of Institutional Advancement.
Qualifications:
Recommended Minimum Qualification
Education: Associate’s degree or equivalent professional experience.
Certifications/Training: Proficiency with standard office software (e.g., Microsoft 365 products).
Experience: One to three years of experience in administrative support, office management, or a related role.
Special Requirements/Skills
- Strong service and interpersonal skills
- Commitment to being a team player
- Ability to work toward established goals and performance expectations
- Commitment to learning
- Ability to use discretion and maintain confidentiality
- Ability to organize and prioritize work
- Ability to implement plans
- Ability to effectively utilize computers/software, including Microsoft365 products (particularly Word, Outlook, and Planner) and Blackbaud Raiser’s Edge (RENXT)