Staff Assistant II OR Staff Assistant III

Overview

This position requires a highly professional and experienced staff assistant to work in a team-based office environment, requiring a high level of confidentiality. This individual will assist the college development officers with fundraising operations; as well as support the scholarship specialist with processes and coordination to meet compliance with administering scholarships and thank you letters. This is a full-time position Monday-Friday.

Development Operations

• Serve as the college’s representative on the Advancement Stewardship Committee, and coordinate donor stewardship reports.
• Make notes in the donor database of dean and development officer activity.
• Coordinate with Advancement to request data lists, mailings, schedule solicitations on advancement calendars, and other fundraising activities.
• Monitor and report on daily gift receipts.
• Oversee donor birthday card process for dean and development officers.
• Help coordinate development officer calendar and visit schedules, including alumni visits with the dean.
• Perform administrative support tasks for the college development officers, including travel and receipts.
• Receive and process donor checks.
• Event support for donor appreciation, including logging attendance into Millennium.
• General office staff support, including ordering supplies.
• Additional development activities as assigned.

Scholarship Support

• Work with the scholarship specialist to obtain and review student thank you letters and prepare development officer cover letters.
• Assist with scholarship application setup, eligibility verification, and basic award entry.
• Communicate with department staff or committees to gather award decisions.
• Provide basic information to students and staff regarding scholarship deadlines and processes.
• Help update website content, instructions, forms, and communications.
• Perform administrative support tasks for scholarship specialist as needed.
• Other duties as assigned.

Disclaimer

This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.

Minimum Qualifications

• Staff Assistant II:
  Two years of experience in an office setting or an associate degree/vocational training is required.
• Staff Assistant III:
  Bachelor’s degree in related field; or equivalent advanced learning attained through experience required.
• Up to 1 year of relevant work experience is required.

Knowledge, Skills, and Abilities

• Excellent critical thinking skills.
• Skilled in creative problem solving.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Basic knowledge of scholarship or financial aid processes.
• Strong attention to detail and accuracy.
• Proficiency with computers, related software, data systems, spreadsheets, and student information platforms (e.g., Millennium, Scholarship Universe, Banner).
• Strong organizational and time-management skills.
• Basic knowledge of scholarship or financial aid processes.

Fundamental Abilities

Within the scope and complexity of each position’s responsibilities, each incumbent is expected to possess and demonstrate the following abilities:

• Communicating:
  Communicates effectively both verbally and in writing.
• Problem solving:
  Analyzes information and evaluates results to select the best solution and solve problems.
• Monitoring:
  Measures performance of self; makes improvements and takes appropriate corrective action.
• Critical Thinking:
  Comes to well-reasoned conclusions, solutions, and approaches to problems.
• Team Building:
  Works to create a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers.
• Active Listening:
  Gives full attention when others are speaking; listens to understand, asks questions as appropriate, and does not interrupt.
• Service Orientation:
  Actively seeks opportunities to help others.
• Con…