What are the responsibilities and job description for the Administrative Assistant to the Vice President for University Advancement position at Dallas Baptist University?
GENERAL OBJECTIVES:
The Administrative Assistant to the Vice President for Advancement serves as a vital member of the University Advancement team, providing high-level administrative, organizational, and logistical support to advance the mission of Dallas Baptist University. This position ensures the efficient operations of the Advancement Office by supporting donor engagement, departmental communications, event coordination, and project management, all while upholding DBU’s mission to produce Christ-centered servant leaders.
This role works closely with the Vice President for Advancement, directors within the Advancement division, and internal stakeholders across campus. The ideal candidate demonstrates professionalism, confidentiality, excellent communication, and a working knowledge of ongoing DBU initiatives.
QUALIFICATIONS:
- A personal commitment to Jesus Christ and to the mission and values of Dallas Baptist University.
- A cooperative, flexible, and professional attitude toward DBU’s goals and environment.
- Bachelor’s degree preferred; associate degree or equivalent experience considered.
- Experience in higher education or nonprofit advancement preferred.
- Strong proficiency in Microsoft Office Suite and comfort with CRM systems (Blackbaud CRM preferred).
- Excellent verbal and written communication skills; ability to draft professional correspondence.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Demonstrated discretion and professionalism in handling confidential information.
- Ability to respond professionally to phone calls, donors, and guests with a broad working knowledge of DBU activities, programs, and initiatives.
SPECIFIC RESPONSIBILITIES:
Administrative Support
- Maintain the Vice President’s calendar, including scheduling meetings, appointments, and travel.
- Answer phone calls for the Vice President and Advancement Office, responding with professionalism and awareness of DBU operations.
- Prepare and edit letters, memos, reports, e-mails, mailing lists, purchase orders, and other documents.
- Provide written correspondence on behalf of the Vice President when necessary.
- Initiate and work independently on projects aligned with the Vice President’s goals and objectives.
- Maintain organized physical and digital filing systems.
Office Operations & Coordination
- Assist in coordinating office activities, schedules, and workflows to ensure smooth daily operations.
- Manage credit card payments, purchasing requests, invoices, and purchase orders (POs).
- Oversee timecard approvals for hourly employees and student workers in ADP.
- Serve as a central point of contact for internal and external communications related to Advancement.
- Manage office supplies, hospitality items, and operational resources.
Student Worker Leadership
- Provide leadership, scheduling oversight, and task management for Advancement student workers.
- Assist in training student workers and ensuring high-quality work aligned with department needs.
Donor Relations & Advancement Support
- Assist with donor stewardship, gift acknowledgments, mailings, and follow-up communications.
- Prepare meeting materials, background information, and briefings for donor visits.
- Support data entry, activity tracking, and documentation within CRM systems.
Event and Special Project Support
- Coordinate, plan, and execute all aspects of the DBU Leadership Gala alongside the Vice President and Special Events Coordinator.
- Assist with planning and logistics for donor events, campaign activities, and Advancement-hosted gatherings.
- Prepare event materials, RSVPs, nametags, and provide on-site support.
- Assist with special projects as assigned by the Vice President for Advancement.
Financial & Administrative Processes
- Process departmental invoices, reimbursements, purchase orders, and financial documentation.
- Assist with budget tracking and coordination of vendor payments.
Additional Expectations
- Demonstrate a servant-hearted, Christ-centered attitude in all interactions.
- Maintain professionalism, confidentiality, and organizational excellence at all times.
- Support Advancement leadership in fulfilling the mission and goals of University Advancement.
- Occasionally support evening or weekend donor events or University functions.
WORK SCHEDULE:
This is a full-time, in-person position, Monday–Friday.
WORK LOCATION:
This position will work on the main campus, located at 3000 Mountain Creek Parkway, Dallas, TX 75211
Qualifications:
- Must be a Christian who is a member of a church that holds Jesus Christ to be their Savior and Lord, and who holds solely the Old Testament and the New Testament as sacred Scriptures.
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DBU requires employees to follow all University policies and procedures, which exist to support the Christian mission of DBU and includes, but is not limited to, a Christian Code of Conduct. Click here to read
- Prior administrative or office management experience required;