Advancement Services Department Assistant

Website Otterbein University

Job Title: Department Assistant
Job Class: Staff
Department: Advancement Services
Reports to: Executive Director Advancement Services
FLSA status: Part time/non-exempt/ 12 months/40 hours per week

SUMMARY: Under the direction of the Executive Director, Advancement Services. the Advancement Services Associate is responsible for performing a variety of financial, administrative and clerical duties in a fast-paced environment in support of the Executive Director, and the Assistant Director of Advancement Services. Primary duties also include assisting with gift administration and processing gifts on a rotating basis with Gift Admin and Bio Records Specialist. Exercises a high degree of independence with respect to performance of duties needed to effectively manage office operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Work with the Executive Director to maintain calendar, coordinate meetings, and keep abreast of project status using the project management software Trello.
  • Keep abreast of tasks and manage changing priorities in a high-volume, fast-paced environment.
  • Attend departmental meetings; records, transcribes, and distributes minutes.
  • Maintain confidentiality.
  • Create weekly and monthly reports.
  • Communicate and collaborate with colleagues internal to Advancement as well other internal and external audiences.
  • Answer calls and address requests from constituents and work to provide answers to inquiries

Supports the work of Advancement Services

  • Assist with Gift Administration.
  • Coordinate and prioritize day-to-day gift processing activities; accurately process all gifts.
  • Accurately process checks, credit cards, and electronic funds transfers for unrestricted and restricted gifts, including all Alumni Relations deposits and expenditures.
  • Reconcile batches with Advancement database, Millennium, and prepares batches for daily deposit.
  • Prepare weekly feed to the business office and work collaboratively with that office to ensure balance.
  • Reconcile and distribute daily, weekly, and monthly reports.
  • Print/distribute receipts and oversee mailing of same.
  • Adjust gifts and pledges as directed by the Executive Director, Advancement Services.
  • Write-off Annual pledges as directed at fiscal year-end.
  • Monitor budget.
  • Manipulate data in word and excel.
  • Assist with departmental mailings including pledge reminders, stewardship reports, correspondence to endowment donors, society letters, and other stewardship correspondence.
  • Access and query the Banner system for bio and education updates.
  • Access and query the Advancement database to provide fund reports.
  • Work in excel to format spreadsheets and provide simple analysis.
  • Participate in, support, and attend special events sponsored by Institutional Advancement and/or the University.
  • Organize and administer office equipment systems including documents and spreadsheets.
  • Assist with filing and maintaining electronic and hard copy records.


QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: High School diploma or equivalent and a minimum of three years of directly related administrative support experience preferred, including previous experience with computer software.



  • Demonstrates active listening skills.
  • Organizes ideas in a clear, logical flow that can easily be understood


  • Makes customers and their needs a primary focus of actions.
  • Readily readjusts priorities to respond to pressing and changing customer demands.
  • Ability to develop and maintain strong relationships trust and credibility with the customer


  • Seeks opportunities to improve, streamline, reinvent work processes as a means to improve the organizations performance and effectiveness.
  • Targets important areas for innovation and develops solutions that address meaningful work issues
  • Adapts best practices and processes for the department


  • Respects confidentiality of information
  • Demonstrates a strong sense of urgency about solving problems and getting work done.


LANGUAGE SKILLS: Must demonstrate excellent verbal and written English skills including grammar.

MATHEMATICAL SKILLS: Must be competent in general math.

TECHNICAL SKILLS: Demonstrated ability to use Microsoft word, SharePoint and Excel as well as navigate and comprehend databases, and develop and analyze spreadsheets; willingness to learn new software as technology evolves. Knowledge of general office procedures. Knowledge of bookkeeping procedures must be able to use general office equipment including office PC, copier, and telephone.

REASONING ABILITY: Must possess excellent attention to details. Must possess strong organizational
skills. Should also possess strong interpersonal skills and customer orientation. Must be a team player and interact collegially with co-workers and other constituencies.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to talk or hear, sit, reach and use repetitive motions of hands and wrists. The employee is occasionally required to stand, walk, stoop or bend. The employee must occasionally lift and/or carry up to 20 pounds and occasionally push and/or pull up to 20 pounds. This position requires close vision. Must be able to meet regular and predictable attendance standards.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties are performed in an environmentally controlled office setting.
This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University is an Equal Opportunity Educator and Employer.

Otterbein University is committed to providing a welcoming environment free from unlawful discrimination. To this end, the University prohibits any form of discrimination against any person on the basis of race, color, sex, gender, pregnancy, religion, creed, marital status, partnership status, age, sexual orientation, gender identity, gender expression, national origin, disability, military status, or any other legally protected status in its programs and activities. However, the University’s commitment to a nondiscriminatory environment is not intended to abridge unduly its commitment to academic freedom, free speech, or its educational mission. Inquiries or complaints regarding any form of discrimination or harassment may be directed to:

Scott Fitzgerald, Director of Human Resources and Legal Affairs
Title IX Coordinator

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