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Administrative & Program Specialist II 

Virginia State University (VSU) is seeking an Administrative Assistant for the Office of Institutional Advancement. The Office of Institutional Advancement’s Mission is to serve Virginia State University through the development, cultivation, solicitation, and engagement of our philanthropic partners who provide financial support which advances the academic and student experience at VSU.  The successful candidate will be responsible for providing administrative assistance to the Office of Institutional Advancement (IA), specifically in the areas of Marketing and Communication, Development Services, and Stewardship. 

DUTIES AND RESPONSIBILITIES

This position actively participates in IA Team meetings, events, activities and other efforts to raise the visibility of the University through Philanthropic projects as requested. This role supports IA through accepting, facilitating, and processing contributions from donors through various channels of giving, while maintaining and updating confidential information regarding gifts and donors.  This role is responsible for the timely documentation of gifts (cash and online) received through updating the Gift Log on a daily basis, serves as the back up to the Development Services Assistant.  Supports the data entry of biographical updates, comments, contacts, and other documentation in Banner.  Manages electronic and hard copy Donor files. Serves as back up for the printing and mailing of acknowledgment letter, fundraising materials and projects to support fundraising initiatives for the University.

This position serves as the office receptionist to donors, alumni, and visitors to the department. Serves as the primary contact by answering phones, ordering supplies, monitoring the IA calendar, submitting requisitions and  work orders.  Duties may also include checking mail and other clerical duties for the IA team.  Enters and submits eVA work orders, strengthens vender relations, reconciles, receives and processes invoices for payments. Works closely with department staff and Purchasing and Invoice Processing and Receiving for timely processing of invoices.  Submits travel forms and leave requests and required. 

 

REQUIRED QUALIFICATIONS

Specialist in budgetary principles; follows state guidelines for processing eVA orders, vendor request, and  invoices; maintain electronic records and filing system; extensive knowledge of Institutional Advancement work policies and procedures; strong accounting skills, skilled in Microsoft Office; ability to multi-task and communicate effectively orally and in writing; establish and maintain effective working relationships and work within deadlines and schedules; supervises and monitor student work study and temporary staff. 
 

HOW TO APPLY

Virginia State University will only accept on-line applications through Recruitment Management System (RMS).  Faxed, e-mailed, and mailed applications will not be accepted.  Please visit http://jobs.agencies.virginia.gov to complete a state application.

The selected candidate will be subject to an extensive and complete criminal background check, which may include fingerprinting.  Candidates may be required to complete a Statement of Economic Personal Interest as a condition of employment.

 

VIRGINIA STATE UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER. WOMEN, MINORITIES, PERSONS WITH DISABILITIES, AND VETERANS ARE ENCOURAGED TO APPLY.

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