University Advancement Administrative Assistant, Project Manager and Data Specialist
Part-time Position - Posted 6/27/25
Position Summary
Responsible for a wide variety of administrative tasks and projects for the Senior Vice President (SVP) for University Advancement (UA). Provides organization, public relations, and multitasking; is detail-oriented and a team player. This is a part-time position.
Role Qualifications
- Strong ability to create good will and relate interpersonally with university guests, staff, faculty, and students.
- Committed to excellence in work; detail oriented and accurate.
- Project manager with ability to assume responsibility, set priorities with minimal supervision.
- Strong writing skills.
- Good with numbers.
- Can work and thrive in a fast-paced work environment.
- Flexible and capable of changing projects as needed. Can multi task numerous projects with various deadlines.
- Trustworthy with confidential information.
- Is a team player and can work and thrive in a team environment.
- Commitment to the Articles of Faith, Mission, and Objectives of the University; and desires to be a role model for students by demonstrating an active Christian faith in personal example and in work related responsibilities.
Position Responsibilities
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Project Management
- Helps maintain, stock and order office and coffee supplies. Distribute incoming mail as needed.
- Manages all aspects of alumni and friend overseas and US based trips lead by the SVP.
- Serves as backup in various Raiser’s Edge NXT database functions.
- May draft letters and other written materials for Vice President.
- Manage and monitor UA budgets providing monthly summary to SVP.
- Prepare birthday cards for constituents assigned to SVP.
- Other duties as assigned.
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Administrative Assistant for SVP for Advancement
- Facilitates and manages aspects and details of SVP’s office.
- Manage the SVP’s complex calendar, including meetings, travel, and donor visits.
- Supervise work study students.
- Screen and prioritize emails, calls, and meeting requests.
- Reconciles monthly credit card statement and maintains proper receipting and records.
- Helps facilitate presentations needed for board, alumni meeting and other events as needed.
- Handles efficiently and graciously all visitors and callers. Ensures messages are forwarded promptly.
- Coordinate travel arrangements, itineraries, and expense reports.
- Maintain donor confidentiality and support the preparation of donor briefings, thank-you letters, and contact reports.
- Support the SVP in stewardship and cultivation efforts through research and tracking.
- Serve as an administrative liaison to key donors, alumni, volunteers, and trustees.
- Draft, proofread, and format correspondence, reports, proposals, and presentations.
- Maintains filing for office of SVP for University Advancement.
- Inputs data into Raiser’s Edge and helps data team with database needs.
- Schedule and prepare materials for internal and external meetings, including Advancement leadership team meetings. Record and distribute agendas, notes, and follow-up actions.
- Meets and communicates regularly with SVP for University Advancement on projects and responsibilities.
- Helps coordinate JBU Board of Trustee Development Committee meetings, agendas presentations and minutes.
- Assists Vice President for University Advancement in staff recruitment and helps with orienting new staff.
- May serve as backup administrative assistant to the president and EVP.
- Manage timelines and deadlines for Advancement deliverables.
Essential skills and experience
- Project Management
- Excellent writing and editing skills
- Highly organized.
- Ability to quickly learn and be proficient in Microsoft office and Raiser’s Edge.
- Customer-service mindset with a commitment to supporting mission-driven work.
Preferred skills and experience
- Project management and/or administrative/office experience.
- Proficient in Microsoft Office applications.
- Experience in CRM system such as Raiser’s Edge a plus.
- Demonstrated understanding of fundraising, donor engagement, and the broader goals of institutional advancement.
Education
- Bachelor’s degree preferred
Physical demands and work environment
- Physical demands: While performing the duties of this job, the employee is occasionally required to walk; stand; sit; use hands; reach with hands and arms; balance; stoop; talk and hear. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Work environment: The noise level in the work environment is minimal.
The employee is expected to adhere to all University policies.
Diversity
JBU desires to increase the diversity of its faculty, staff, and students to honor how all humans are created in the image of God, to reflect better the diversity of the Kingdom of God, to further our Christian commitment to justice, and to increase the quality of our educational experience. JBU is pursuing the goal of teaching and working in a multicultural environment and strongly encourages applications from ethnic minorities and women. For more information, visit our diversity webpage.
About JBU
Information describing the university is available online.
Apply
To apply, please upload the following documents to the "Upload Your Documents" page:
- Cover Letter
- Your resume
- Staff Application (completed and signed)
Only complete materials will be reviewed. Applicants selected for an interview will be contacted by the university.
Contact information:
Office of Human Resources
John Brown University
2000 West University Street
Siloam Springs, AR 72761
Phone: 479.524.7197
e-mail: jobs@jbu.edu
