This position plays a vital role in supporting Seton Hall University's advancement efforts by ensuring efficient and accurate processing of essential operational tasks. This position is responsible for generating and distributing charitable gift receipts and acknowledgements, overseeing purchase order submissions, performing budget reconciliations, and ordering supplies to maintain operational continuity. Additionally, the role supports the Senior Director of Advancement Operations and the Associate Vice President of Advancement Services while assisting with onboarding new staff to strengthen the team’s capacity. The position exists to uphold the university’s commitment to donor stewardship and operational excellence within the advancement department.

Duties and Responsibilities:

1) Prepare and distribute accurate and timely charitable gift receipts and acknowledgement letters for donors, ensuring compliance with university policies and IRS regulations. This includes reviewing donor information, customizing acknowledgment templates, maintaining accurate records in the donor database, and responding to donor inquiries related to gift documentation. (30%)
2) Provide comprehensive clerical and administrative support to the Senior Director of Advancement Operations and the Associate Vice President of Advancement Services. Tasks include managing calendars, drafting correspondence, organizing files, coordinating meetings, preparing reports, and assisting with special projects as needed to support departmental leadership. (25%)
3) Manage the submission of purchase orders and perform budget reconciliations. This entails creating and tracking purchase orders, verifying invoices against departmental budgets, resolving discrepancies, and generating monthly financial reports to ensure accurate and transparent financial management for the advancement team. (20%)
4) Facilitate the onboarding of new staff by coordinating orientation schedules, providing training on systems such as donor databases and financial tools, and offering guidance on departmental policies and procedures. Additionally, serve as a point of contact to address questions and ensure seamless integration of new team members into the department. (15%)
5) Order office supplies and address operational needs to support departmental functionality. This includes maintaining an inventory of necessary items, coordinating with vendors, ensuring cost-effective purchasing, and troubleshooting minor operational issues to maintain a productive work environment. (10%)

Required Qualifications:

High School Diploma required. 1-3 years experience providing secretarial support to a high-level executive in a fast-paced environment.

Desired Qualifications:

Demonstrated understanding and experience in office protocols at the executive level with prior experience at institutions of higher education preferred

Salary Grade:

Staff Union (Local 153) - SU18.0

Exempt/Nonexempt: Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.