Administrative Assistant IV

The Office of Advancement builds lifelong relationships with alumni, parents, and friends, engaging them in support of Wesleyan University’s educational mission and financial goals. Through fundraising, alumni and parent engagement, and on- and off-campus events, Advancement fosters pride in the Wesleyan community and advances key institutional initiatives.

Advancement Information Management provides the strategic design, development, and implementation of core operational functions that enable the Office of Advancement to achieve its fundraising and engagement goals. The team ensures alignment of business processes, policies, and technology infrastructure with the University’s priorities and resources. Advancement Information Management serves as the operational foundation for fundraising and engagement activities by overseeing constituent data management, gift processing, reporting and analytics, CRM administration, business process improvement, and data governance.

Reporting to the Director of Advancement Operations, the Administrative Assistant provides comprehensive administrative, operational, and financial support across Advancement program areas. This role supports a wide range of functions, including fiscal coordination, data and systems management, event and meeting logistics, correspondence, and office operations. Exercising independent judgment and attention to detail, the Administrative Assistant IV helps ensure efficient workflows, accurate recordkeeping, and exceptional service in support of Advancement goals. As part of a cross-trained administrative support team, this role operates within a flexible, collaborative model, providing support across multiple program areas and adapting to evolving organizational priorities.

Responsibilities include:

• Provide administrative and financial systems support across Advancement program areas, assisting with operational workflows in Workday and related systems; supporting the effective day-to-day functioning of the office environment, including direct interaction by phone, email, and in-person with constituents, visitors, and staff.
• Process invoices and manage expense reporting, including Purchase Card and Expense Card reconciliations in Workday for assigned staff; support financial tracking, documentation, and preparation of fiscal materials to inform budgeting and operational decision-making.
• Coordinate day-to-day office operations, including inventory management, supply monitoring, and procurement activities, while also providing frontline support for office equipment (e.g., printers), including troubleshooting, issue assessment, and service coordination.
• Submit, monitor, and follow up on facilities-related work orders with Physical Plant, ensuring timely resolution through clear, professional communication and coordination; prioritize requests effectively, track progress, and maintain a high standard of efficiency, responsiveness, and respect in interactions with internal stakeholders and service partners.
• Assist with the preparation of correspondence, such as pledge and donation reminders, meeting notifications, and other donor-centric outreach; ensure accuracy, personalization, and timely execution while coordinating data, formatting, and distribution to maintain a high standard of professionalism and engagement.
• Document, maintain, and regularly update operational procedures, ensuring accuracy and consistency across workflows; maintain and enhance internal resource libraries within SharePoint and Microsoft Teams to keep supporting materials organized, accessible, and up to date for staff.
• Coordinate the flow of incoming and outgoing mail, package distribution, and shipping logistics, including liaising with campus mail services and external carriers (e.g., FedEx), and managing shipment preparation and pickup scheduling.
• Coordinate calendars, schedule meetings, and reserve spaces while offering supplemental support for travel arrangements and the planning and confirmation of meetings between staff and donors, ensuring seamless logistics, clear communication, and a high level of professionalism throughout.
• Provide periodic support for event management platforms (e.g., Linvio), including complex contact matching, data validation, and nametag preparation; coordinate closely with event stakeholders to ensure accuracy, alignment across systems, and timely execution in support of seamless event operations.
• Coordinate pre- and post-event administrative operations for approximately 40–50 fundraising and engagement events annually. Responsibilities may include managing event registrations and RSVPs, preparing attendee materials and name tags, maintaining event records, and supporting post-event follow-up activities.
• Support data management in the Affinaquest database, including updates, activity entry, document uploads, and standard reporting, as needed to support ongoing operations.
• Perform other duties as assigned.

This position is in the secretarial/clerical bargaining unit. This position is full-time and works 35 hours per week for 52 weeks.

Minimum Qualifications

• Associate’s degree and a minimum of four years of related administrative or operational experience, or an equivalent combination of education, training, and experience.
• Demonstrated experience in customer service, front-facing office support, and data entry.
• Proficiency in Microsoft Office Suite, including advanced capabilities in Word (e.g., mail merges) and Excel. (e.g., spreadsheet formatting, data organization, and basic data manipulation)
• Ability to work effectively with diverse constituencies, including staff, alumni, and parents, while handling sensitive and confidential information with discretion.
• Demonstrated ability to manage multiple priorities in a fast-paced environment, with strong follow-through and the ability to work both independently and collaboratively.
• Strong organizational skills, including experience managing inventory, coordinating logistics, and prioritizing competing tasks.
• Strong attention to detail and ability to establish and follow efficient procedures and workflows.
• Effective communication skills.
• Demonstrated commitment to fostering an inclusive and respectful environment and engaging with individuals from diverse backgrounds.
• Ability to make sound judgments.

Preferred Qualifications

•  Experience in higher education, nonprofit, advancement, or development environments
• Familiarity with CRM or advancement databases (e.g., Affinaquest) and financial systems (e.g., Workday)
• Experience supporting events, meetings, or donor/constituent engagement activities
• Experience working in a cross-trained or team-based administrative support model
• Ability to learn new systems and technologies quickly and adapt to evolving operational needs

Position is open until filled. For full consideration please apply by July 6th when first review of applications will begin.

All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University’s Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html.

Experience is taken into consideration in the determination of salary offers.  For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.  

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.