Administrative Specialist - Institutional Advancement

UNIVERSITY OF THE VIRGIN ISLANDS; Northern (KY); Hybrid; USD 45,000 - 47,000; Full time

Job summary

University of the Virgin Islands seeks an Administrative Specialist to support the Institutional Advancement Office. The role handles donor records, financial processing, and public relations with independent judgment to coordinate donor stewardship and communications for the Vice President for Institutional Advancement.

The position requires a Bachelor’s degree and 3–5 years fundraising/communications experience, preferably in higher education or nonprofit settings.

Qualifications

• Bachelor’s degree and 3–5 years progressive fundraising/ Development, public relations, or administrative operations experience.
• preferably in a higher-education or nonprofit setting.
• Equivalent combination of education and/or experience.

Responsibilities

• Serves as the primary point of contact for the Institutional Advancement Office; screens visitors, callers, and requests.
• Inputs donor and alumni gift information into Raisers Edge; updates profiles and generates receipts.
• Transmits funds to Accounting; deposits donations; assists in scholarship accounts.
• Maintains donor/alumni records and budgets; processes invoices and travel/expense vouchers.
• Coordinates media relations; updates web content; prepares PR/advancement reports; supports board activities.

Skills

Raiser’s Edge donor database software

Banner ERP/financial system

Microsoft Office

Content management systems

Social media management tools

Digital photo/asset management

Education

Bachelor’s degree in Business Administration, Communications, Public Relations, or related field

Job description

Administrative Specialist - Institutional Advancement

Position Title Administrative Specialist - Institutional Advancement

Position Number 120749

Department

Department Institutional Advancement

Job Description

Under general supervision, performs advanced-level administrative, donor records, financial processing, and public relations/communications work for the Institutional Advancement Office. Exercises independent judgment in coordinating donor and alumni database management, financial transaction processing, media and social media communications, and event and governance support in direct service to the office of the Vice President for Institutional Advancement. Requires broader discretion than entry-level administrative classifications due to the combined scope of donor stewardship, financial administration, and public-facing communications responsibilities. May coordinate the work of student workers and interns. Performs other related duties as assigned.

Required Qualifications

Bachelor’s degree in Business Administration, Communications, Public Relations, or a related field; and three to five years of progressively responsible experience in fundraising/development, public relations, or administrative operations, preferably in a higher-education or nonprofit setting; or an equivalent combination of education and/or experience.

Preferred Qualifications

A. Knowledge of:

• (1) donor relations and stewardship practices; (2) university financial and procurement systems (Banner); (3) budgeting and purchasing procedures; (4) public relations and media relations principles; (5) social media platform management; (6) University policies, organization, and activities; (7) personnel/payroll processing basics

B. Skill in:

• (1) Raiser’s Edge or comparable donor database software; (2) Banner or comparable ERP /financial system; (3) Microsoft Office and content management systems; (4) social media management tools; (5) digital photo/asset management

C. Ability to:

• (1) exercise independent judgment across concurrent donor-records, financial, and communications functions; (2) maintain confidentiality of donor and financial information; (3) write and edit for varied audiences (donor correspondence, press releases, minutes, reports); (4) communicate professionally with donors, media, and executive leadership; (5) organize and prioritize competing deadlines under moderate to high pressure; (6) provide courteous, service-oriented support; (7) coordinate and informally guide the work of student employees

Physical Demands

Works in an office environment with frequent interaction with donors, media representatives, and executive leadership. Requires periodic evening or weekend work to support University events. Moderate to high pressure to meet deadlines and manage multiple concurrent priorities.

Posting Number

S481

Location

St. Thomas

Position Type

Full Time

Number of Vacancies- part time

Posted Salary

$45,000 - $47,000

Advertised Job Duties

Office & Administrative Coordination

• Serves as the primary point of contact for the Institutional Advancement Office, screening visitors, callers, and incoming requests
• Receives, sorts, and distributes correspondence; takes action on routine matters or refers items to the appropriate staff with relevant background materials
• Communicates office procedures and guidelines to internal and external stakeholders
• Orders office supplies and coordinates with Physical Plant for repairs, cleaning, or facilities needs

Donor & Alumni Records Management

• Maintains an organized filing system for donor and alumni records
• Inputs donor and alumni gift information into the Raiser’s Edge database and updates donor/alumni profiles
• Generates acknowledgment letters and gift receipts
• Maintains photo libraries and University digital asset files; selects and distributes photos and brand elements upon request
• Processes vendor invoices, check requisitions, interoffice service requisitions, travel authorizations/vouchers, purchase requisitions, and credit card transaction reports for the Vice President and office
• Transmits funds to the Accounting Office and deposits donations to the Foundation for UVI account; assists in establishing scholarship and other accounts
• Monitors office budget(s) against UVI financial policy, projects annual expenses with the Vice President/Director, and processes vendor invoices
• Prepares and processes bi-weekly/monthly timesheets and Webtime payroll entries in Banner for office employees, student workers, and interns

Public Relations

• Maintains and updates media distribution lists; coordinates media appearances for University projects
• Maintains clip files of print and online media coverage for quarterly reporting
• Updates the Institutional Advancement / Public Relations web page (press releases, events calendar, announcements)
• Prepares monthly and quarterly PR/advancement activity reports for University leadership
• Supports Advancement Manager with preparing minutes for the Board of Trustees Development Committee and the Foundation for the Reichhold Center for the Arts, Inc.
• Supports annual fund mailings and donor/campus outreach events (e.g., Afternoon on the Green, Senior Class Exit Interviews, Reichhold Center events, Homecoming)

Other Duties

• Coordinates logistics for office special events and guest-appearance scheduling
• Supports the supervision and coordination of student workers and interns assigned to the office
• Performs additional administrative, communications, or advancement-support duties as assigned

Open Date

09/04/2026

Close Date

09/25/2026

Special Instructions to Applicant

Email is the preferred method of communicating with applicants at the University of Virgin Islands. You will be required to supply your email address during the application process. AMERICANS WITH DISABILITIES ACT ( ADA ) ACCOMMODATION : In accordance with the Americans with Disabilities Act, anyone who needs an ADA accommodation for the purposes of employment should contact the Human Resources Office at [phone]. For information about relocating to the US Virgin Islands, please visit the Virgin Islands Moving Center at: www.vimovingcenter.com

Internal or Externally Advertised?

Supplemental Questions

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