Administrative Assistant

Community Colleges

Position Information

Title: Administrative Assistant, Community Colleges  

Division: Development

Status: Full-time, Non-Exempt

Reports To: Executive Director of Development, Regional & Community Colleges

Position Summary

The Administrative Assistant, Community Colleges (“Administrative Assistant”) is responsible for providing administrative support to facilitate the fundraising work of the Executive Director of Development, Regional & Community Colleges and the other Community Colleges Development Team fundraising professionals. Key responsibilities include providing development, account management and administrative support.

Essential Functions

Specific responsibilities and performance expectations include:

Development Support

  • Works closely with the Community Colleges Development Team in their campaign priorities efforts.
  • Create and maintain prospect/donor files, as well as other development office files.
  • Assist in the planning and execution of unit-based donor events not directly handled by the UH Foundation Special Events Department.   Identify guest list; prepare, create and send invitations, RSVPs, name tags, and registration materials; staff event; and initiate subsequent follow-up communication as necessary.
  • Enter, maintain, and retrieve information from the development database.
  • Conduct or obtain from the University of Hawai‘i Foundation (UHF) Office of Development Research research on donors, generate briefings, gift summaries, fundraising reports, prospect and other targeted lists.
  • Assist with portfolio updates for all Community Colleges Development Team fundraising professionals.
  • Prepare development correspondence, acknowledgments, proposals and other written materials.
  • Assist in coordinating direct mail appeals.

Account Management

  • Serves as an interface and resource between account administrators and Community Colleges Development Team fundraising professionals.
  • Develop and maintain positive relationships with account administrators (faculty, staff, and academic leadership) thorough proactive communication, and providing prompt and accurate service.
  • Provide and process information in response to inquiries, concerns and requests about UHF accounts.  Assist in opening, revising and closing accounts.  Assist in revising existing accounts so account administrators can better utilize the funds.
  • Educate account administrators in using IFAS.
  • Generate reports for account administrators, department chairs, and leadership of the UH Community Colleges.
  • Coordinate data requests between departments and Data and Technology Services.
  • Develop call and in-person meeting cycle with department chairs to discuss UHF account concerns.

Administrative Support

  • Responsible for the smooth functioning of the Community Colleges Development Office.
  • Organize and facilitate meetings; prepare minutes; schedule and coordinate dates and times, venues, attendance, agenda, and facilities; and provide administrative support and follow-up on matters arising from meetings.
  • Oversee fiscal matters, including gift processing, new account establishment forms, assisting in preparation of fundraising projections and reports, reimbursement requests, requisitions and purchase orders.
  • Coordinate travel schedules, make travel arrangements, and prepare travel briefings.
  • Regularly deal with diverse matters requiring a broad knowledge of the UH Foundation’s organizational operations and policies necessary to ensure appropriate decision-making protocols are followed.
  • Other responsibilities as assigned.

Evaluation

At the end of each year, the Administrative Assistant and his/her supervisor will review progress toward the essential functions of the position.

Qualifications

Minimum of 2 years of progressively responsible experience in an administrative assistant or secretarial capacity in a corporate, educational or non-profit organization, with proven success in the following:

  • Professional, self-starter and team player;
  • Highly organized, able to multi-task;
  • Ability to respond to high pressure situations;
  • Proficient in Microsoft Word, Excel, Outlook, Powerpoint, mail merge functions, and database and records management;
  • Strong written and verbal communications skills;
  • Sensitivity to confidential information;
  • Bachelor’s degree, a plus;
  • Broad-based knowledge and skills related to advancement and fundraising in higher education, a plus; and
  • Exemplify and live the values of the UH Foundation (accountability, excellence, integrity, service, teamwork and trust)

Working Conditions

Based at the University of Hawai‘i at Mānoa, the position might involve some travel, mostly by auto.  The Administrative Assistant must have a valid driver’s license and an acceptable driving record.  He/She will need to work some weekends and evenings and be able to work to the demands of the position, which may exceed a 40 hour work week. 

To Apply

Applicants should submit a letter of interest that provides evidence of the qualifications, a resume, and the names, addresses and telephone numbers of at least three professional references to:

University of Hawai‘i Foundation, Human Resources Department
P.O. Box 11270
Honolulu, HI  96828-0270

f: (808) 956-9786

Email: humanresources@uhfoundation.org

Application Deadline

Open until filled

Employment Application Form

Please download and save the employment application form to your computer before filling it out.

Application Form (pdf)

The University of Hawaiʻi and the University of Hawaiʻi Foundation

The primary purpose of the University of Hawaiʻi's ten-campus system is to provide an environment in which faculty and students can discover, examine critically, preserve, and transmit the knowledge, wisdom, and values that will help ensure the survival of the present and future generations with improvement in the quality of life.

The University of Hawaiʻi Foundation, a nonprofit organization, raises private funds to support the University of Hawaiʻi System. Our mission is to unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

The  University of Hawai’i Foundation is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status.

For Our University, Our Hawai‘i, Our Future