Administrative Assistant to the VP University Advancement

Seton Hall University; South Orange (NJ); On-site; USD 63,000 - 70,000; Full time

Job summary

Seton Hall University is seeking an Administrative Assistant to support the Vice President for University Advancement and the Division of University Advancement. The role handles communications, scheduling, travel, finances, and donor stewardship with discretion and professionalism.

Responsibilities include coordinating meetings, preparing materials, and assisting with donor relations. Requires strong MS Office skills, Raiser's Edge familiarity, and a Bachelor's degree with 1–3 years related

Qualifications

• Bachelor's Degree and 1-3 years post bachelors experience.
• A valid driver's license and access to a reliable vehicle for off-site/evening events.

Responsibilities

• Administrative Operations & Communications - supports the VP and Division of University Advancement; formats and distributes documents using MS Office; maintains filing systems and responds to inquiries.
• Calendar & Office Coordination - manages schedules, meetings, room reservations, materials, and follow-ups; serves as contact for visitors and donors.
• Meeting, Event & Donor Engagement Support - coordinates meetings, donor visits, events, catering, and materials; assists with follow-up activities.
• Financial & Procurement Administration - processes contracts, purchasing, payments, and expense reports; monitors expenditures and maintains budgets.
• Travel & Administrative Support Services - coordinates travel arrangements and reimbursements; supports onboarding and special projects.

Skills

Microsoft Office Suite

Raiser's Edge

Communication skills

Calendar management

Education

Bachelor's Degree

Tools

Raiser's Edge

Procure-to-Pay systems

Job description

Administrative Assistant to the VP UniversityAdvancement

Job No: 497541

Full Time/Part Time: Full-time

Location: South Orange

Categories: Administrator

The Administrative Assistant provides administrative andoperational support to the Office of the Vice President forUniversity Advancement and the Division of University Advancement.The position coordinates communications, scheduling, meetings,financial transactions, travel arrangements, and donor stewardshipactivities to ensure the efficient functioning of the office. TheAdministrative Assistant serves as a key point of contact forinternal and external constituents and supports advancementinitiatives through strong organizational, customer service, andadministrative skills. The role requires discretion in handlingconfidential information, knowledge of university procedures, andthe ability to coordinate multiple priorities in a fast-pacedenvironment.

Duties and Responsibilities:

• Administrative Operations & Communications -Providesadministrative support for the Office of the Vice President and theDivision of University Advancement. Prepares, formats, proofreads,and distributes correspondence, reports, meeting materials, andother documents using Microsoft Office applications and universitysystems. Maintains electronic and paper filing systems and monitorsoffice communications, responding to routine inquiries anddirecting requests to appropriate staff. Assists with donorcorrespondence and acknowledgment letters utilizing Raiser's Edgeand other advancement systems. Requires strong writtencommunication, organization, attention to detail, and discretion inhandling confidential information. (30% of time )
• Calendar & Office Coordination - Coordinates schedules,meetings, and appointments for the Vice President and otherdivision leadership as assigned. Manages meeting logistics,including scheduling, room reservations, preparation of materials,and follow-up actions. Serves as a primary point of contact forvisitors, faculty, staff, donors, and external constituentscontacting the Vice President's office. Maintains office recordsand supports the efficient operation of office procedures andworkflows. (25% of time )
• Meeting, Event & Donor Engagement Support - Coordinatesadministrative and logistical support for meetings, divisionmeetings, donor visits, cultivation events, and otherAdvancement-related activities. Arranges facilities, catering,parking, invitations, meeting materials, and attendeecommunications. Supports stewardship and donor engagement for theVice President's portolio by tracking logistics, preparinginformation packets, and assisting with follow-up activities.Requires strong customer service and organizational skills. (20% oftime )
• Financial & Procurement Administration - Under guidance fromthe Assistant Vice President for Strategy & Administration,ensures timely and accurate processing for contracts, purchasingrequests, payments, expense reports, catering orders, and supplypurchases in accordance with university policies and procedures.Assists with monitoring expenditure and maintaining supportdocumentation for divisional budgets. Reconciles procurement andcredit card records. (15 % of time )
• Travel & Administrative Support Services - Coordinates travelarrangements and related documentation for the Vice President anddesignated Advancement staff. Prepares itineraries, maintainstravel records, processes reimbursements, and assists withpre-travel and post-travel administrative requirements. Providesadditional administrative support for special projects anddivisional initiatives such as new employee hiring and onboarding,bulk mailing preparations or other as assigned. (10% of time)

Required Qualifications:

• Bachelor's Degree and 1-3 years post bachelors experience. At least2 years of high-level, comprehensive knowledge of University,Advancement departments and Executive office protocol, operationsand technology, etc may substitute for a degree.
• A valid drivers license and access to a reliable vehicle needed forsupport at off-site & evening events

Desired Qualifications:

• Certification in Project Management desired, Expert in use of theMicrosoft Office Suite, knowledge of Raisers Edge, or similarrelational database. Knowledge of procure to pay systems

Salary Range:

$63,000 - $70,000

Exempt/Nonexempt:

Exempt

Physical Demands:

General Office Environment

Benefits Information:

Full Time Benefits

Life today is complex. That's why Seton Hall University offers acomprehensive package of benefits and programs to help you simplifyand enrich your life.

These benefits are important elements of your total universitycompensation package. Benefits include but are not limited tobundled medical, prescription, and vision insurance, dentalinsurance, and life insurance, and retirement plan. Moreinformation is available at https://www.shu.edu/human-resources/benefits.html.

Seton Hall University is located in South Orange, New Jersey,14 miles from New York City. It is the oldest Catholic diocesaninstitution of higher education in the United States and is home toabout 6,300 undergraduate and 3,700 graduate students. A vibrantand culturally inclusive community, Seton Hall pursues academicexcellence and ethical development in a collaborative environmentand prepares its students to be servant leaders in theirprofessional and community lives. Seton Hall University is an equalopportunity employer. It honors diverse perspectives and welcomesemployees from all faith traditions. In turn, its employees respectCatholic beliefs and values, engage in servant leadership, andsupport the University's mission as a Catholic institution ofhigher education.

Advertised:

15 October 2026 Eastern Daylight Time

Application Closes:

Eastern Daylight Time