Administrative Assistant 2 - Operations and Annual Giving

Mount St. Mary's University; Saint Anthony (MD); On-site; USD 15,000 - 25,000; Part time

Job summary

Mount St. Mary's University is seeking a dedicated Administrative Assistant for Operations & Annual Giving. This role involves providing essential clerical and administrative support to facilitate efficient advancement activities, including financial processing and event logistics.

The ideal candidate will possess excellent organizational skills, proficiency in Microsoft Office, and a minimum of two years of relevant experience. This non-exempt hourly position offers the opportunity to contribute significantly to the university’s advancement initiatives.

Qualifications

• Two years of administrative or clerical experience in nonprofit or education.
• Ability to follow established procedures and prioritize tasks.
• Strong knowledge of Microsoft Office (Word, Excel, Outlook).

Responsibilities

• Provide administrative support for the Director of Operations & Annual Giving.
• Prepare and submit check requests and invoices.
• Assist with fundraising events and manage logistical details.

Skills

Organizational skills

Attention to detail

Microsoft Office proficiency

Written communication

Verbal communication

Education

High school diploma or equivalent

Associate’s degree or higher

Tools

Fundraising CRM systems

Databases

Job description

The Administrative Assistant, Operations & Annual Giving provides clerical, administrative, and logistical support to the Director of Operations & Annual Giving and the Advancement team to ensure the efficient execution of advancement activities. This position is responsible for task‑based, transactional, and procedural work supporting financial processing, events, office operations, and data entry.

Work is performed under general supervision, using established procedures, clearly defined priorities, and institutional policies. The position does not exercise independent judgment over advancement strategy, data governance, donor stewardship decisions, or operational workflows. This is a non‑exempt and hourly position eligible for overtime in accordance with institutional and federal guidelines.

Essential Duties and Responsibilities

Administrative & Financial Support

• Reconcile the Director’s procurement card (P‑Card) by collecting receipts, verifying charges, and submitting reconciliations in accordance with University policies and deadlines.
• Prepare and submit check requests, invoices, and supporting documentation for review and approval.
• Scan and deposit checks following established Advancement and Finance procedures.
• Track expenditures and maintain organized documentation to support fund management and reconciliation processes.
• Retrieve, sort, and distribute incoming mail, including donor correspondence, as assigned.

Office & Operations Support

• Provide logistical and administrative support for fundraising, stewardship, and institutional events, including:
• Reserving space and coordinating room logistics
• Arranging catering and confirming vendor details
• Tracking RSVPs and attendance lists
• Assisting with event setup and breakdown
• Support institution‑wide fundraising initiatives (e.g., One Mount One Day) by assisting with preparation, materials, schedules, and data entry tasks as assigned.
• Serve as a greeter, monitor, or general support staff member at events, assisting with check‑in, guest flow, and on‑site logistics.

Data & Communications Support

• Enter, update, and maintain data in fundraising and administrative systems according to established procedures and direction.
• Assist with data clean‑up, audits, and verification tasks as assigned.
• Proofread donor communications, solicitations, and internal materials for accuracy, formatting, and consistency prior to distribution.
• Prepare donor lists, mailings, and correspondence materials for review and approval.

Required Qualifications

• High school diploma or equivalent required; associate’s degree or higher preferred.
• Minimum of two (2) years of administrative or clerical experience, preferably in a nonprofit, advancement, or higher education environment.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook); experience with databases or fundraising CRM systems is a plus.
• Ability to follow established procedures, prioritize assigned tasks, and meet deadlines.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential and sensitive information with discretion.

Work Schedule & Overtime

This position is non‑exempt and hourly. The employee is required to accurately record all hours worked in accordance with University timekeeping policies. Overtime must be approved in advance by the supervisor. Occasional evening or weekend hours may be required to support events or major fundraising initiatives and will be compensated in compliance with institutional policy and federal regulations.

Physical & Work Environment Requirements

• Regular use of a computer, telephone, and standard office equipment.
• Occasional standing, walking, bending, and lifting of light to moderate materials (up to 25 pounds) during events or office activities.
• Work is primarily performed in an office setting, with additional responsibilities at on‑campus or designated event locations.

Supervision

This position operates under the general supervision of the Director of Operations & Annual Giving and does not have supervisory responsibility over other staff.