Administrative Assistant (Advancement)

Hawai'i Pacific University

Honolulu (HI)

On-site

USD 42,000 - 54,000

Full time

8 days ago

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Benefits offered by this job

Time Off

Tuition Waiver

Health and Wellness

Job summary

Hawai'i Pacific University in Honolulu, HI seeks an Administrative Assistant (Advancement) to support the Vice President and senior staff. The role focuses on executive scheduling, donor gift processing coordination, and front-line inquiries, ensuring smooth operations for University Advancement.

This temporary positions supports a high-trust, high-impact environment and requires excellent organizational, communication, and time-management skills, with the ability to handle sensitive information

Qualifications

Bachelor's degree or equivalent combination of education and experience.
Two years of professional administrative or executive support experience.
Strong written and verbal communication skills.
Highly organized, detail-oriented, and able to manage multiple priorities.
Proficiency with Microsoft Office Suite and calendar management.
Experience coordinating travel for senior staff and handling confidential information.

Responsibilities

Provide executive scheduling support for the VP, AVP, and other senior leaders.
Coordinate donor visits, meetings, and travel arrangements.
Prepare briefing materials, reports, and correspondence for donor meetings.
Serve as primary point of contact for inquiries to University Advancement.
Manage gift intake, processing coordination, and donor acknowledgments.
Administer invoices, expenses, and vendor payments; support budget tracking.

Skills

Calendar management

Scheduling

Verbal communication

Written communication

Discretion

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Raiser's Edge

Job description

Administrative Assistant (Advancement)

2026-08-24 Hawai'i Pacific University Honolulu,HI Description:

Administrative Assistant

Reporting to the Vice President of Advancement at Hawai'i Pacific University, the Administrative Assistant is responsible for the operational functions that sustain the day-to-day effectiveness of the University Advancement office. The Administrative Assistant owns executive scheduling support for the Vice President, the Associate Vice President, the Assistant Vice President for University Partnerships, and the Director; supports the intake, batching, and coordination of gifts for processing; supports acknowledgment execution and manages vendor and budget administration.

This is a high-trust, high-impact operational role. The capacity of HPU's frontline fundraising staff to execute cultivation visits, maintain donor relationships, and drive philanthropic production depends directly on the quality and reliability of the operational support this position provides. The Administrative Assistant is the primary point of contact for incoming inquiries to University Advancement and is responsible for ensuring that all visitors, donors, and campus partners receive a prompt, professional, and welcoming experience.

The Administrative Assistant works collaboratively with all members of the Advancement team and across the University in activities that advance the mission and vision of HPU. This is a temporary position with an anticipated duration of six (6) months.

Location: This position will be based out of our Harbor Court offices, located in downtown Honolulu.

Qualifications:

Minimum Qualifications:

A Bachelor's degree or equivalent combination of education and professional experience.

Minimum of two years of professional administrative or executive support experience, preferably in a nonprofit, higher education, or fundraising environment.

Strong written and verbal communication skills.

Highly organized, detail-oriented, and able to manage multiple priorities simultaneously in a fast-paced environment.

Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Experience managing calendars, scheduling meetings, and coordinating travel arrangements for senior staff.

Ability to handle sensitive and confidential information with discretion and professionalism.

Desired Qualifications:

Experience in a university advancement, development, or nonprofit fundraising office.

Familiarity with donor relationship management systems; experience with Raiser's Edge preferred.

Experience with budget tracking, invoice processing, and vendor coordination.

Resourceful and proactive, with the ability to anticipate needs and act independently within established guidelines.

Other Qualifications:

Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance are not available for this position.

Report to work obligations to support the department and may require work during HPU's winter break, if necessary.

Must meet training and background check qualifications and comply with the Protection of Minors policy.

Upon hire, must maintain reliable personal transportation to facilitate travel between all HPU worksites and other locations as required by the position. This includes a valid driver's license and a personal vehicle that is legally registered and insured.

Able to work all shifts and extended hours, as applicable.

Ability to work in a fast-paced environment requiring excellent time and stress management skills.

Key Responsibilities/Essential Job Functions:

Executive & Operational Support (55%)
- Provide executive scheduling support to the Vice President, the Associate Vice President, the Assistant Vice President of University Partnerships, and the Director of Alumni Engagement & Regional Strategy, including calendar management, appointment coordination, meeting preparation, and travel arrangements for donor and cultivation visits.
- Prepare and distribute briefing materials, contact reports, and correspondence in support of donor meetings and cultivation activities.
- Serve as the primary point of contact for all incoming calls and visitors to University Advancement, responding to inquiries promptly and directing them appropriately.
- Coordinate with other University departments, external donors, vendors, and partners on behalf of the Advancement leadership team.
- Organize and maintain departmental files, records, and collateral materials.
- Support the preparation of internal meeting agendas, presentation materials, and team communications.

Advancement Operations & Gift Administration (30%)
- Manage the intake, preparation, and submission of gifts for processing, ensuring accuracy, completeness, and proper documentation in alignment with established policies and procedures and Advancement workflows through coordination with the Data Analytics and Operations Specialist role.
- Support the preparation, assembly, and distribution of donor acknowledgment materials in coordination with Advancement leadership.
- Support the pledge reminder cycle and execution of pledge reminder communications, including preparation, tracking, and distribution in alignment with established timelines and donor segmentation
- Assist in responding to donor inquiries related to gifts, acknowledgments, and donor communications
- Support the accuracy and completeness of donor and gift records through coordination with established data management processes
- Support the preparation and distribution of stewardship reports, donor recognition materials, and related communications in coordination with Advancement staff.

Budget, Vendor & Administrative Management (10%)
- Administer all invoices, expense reports, and vendor payments, serving as the primary point of contact for subcontractors, suppliers, and internal and external customers.
- Support the management of the divisional budget under the direction of the Associate Vice Presidents, including tracking expenditures and preparing reconciliation reports.
- Organize and develop fundraising-related collateral, gift agreements, campaign materials, and presentation decks as needed.

Performs other related duties as assigned (5%)
- Actively participates as an effective member of the Advancement team by completing assigned duties and accepting additional assignments or reassignments, including support for seasonal peaks and Advancement events.
- Assists with seasonal peaks

This description is not designed to list all activities, duties or responsibilities which may be required for this job . Other duties, responsibilities and activities may be assigned at any time.

Benefits

Hawai'i Pacific University is a learning community where staff, faculty, and more than 5,000 students come together from around the world to learn and work in a spirit of caring, honesty, freedom, and 'ohana (family).

Cooperation, communication, and collegiality are the foundation of our community. We fulfill the responsibilities of our educational mission through mutual trust and respect, innovation and involvement, expertise, and intellectual fellowship. We offer all members of our community the opportunity to excel, including resources and rewards commensurate with individual contributions and potential. As a team, we are committed to serving our local and global communities and embrace our values of aloha, pono, and kuleana.

We seek talented and energetic people who thrive on challenge and innovation in supporting the mission and values of our university. HPU offers competitive compensation and a comprehensive benefits package.

For student employment, please visit Career Development Center.

Why consider a career with HPU? Here are some of the benefits of employment.. .

Time Off A generous schedule that recognizes 15 holidays annually, plus winter break days off between Christmas and New Year's. Eligible employees also receive vacation, sick and other types of paid leave.