Staff Assistant

Position Information

Position Title Staff Assistant

Job Description

Job Summary

This position provides vital administrative support to 2–3 of Hillsdale’s Major Gift Officers, many of whom are remote and travel frequently. While also providing operational support to the Institutional Advancement team. This role requires adaptability, attention to detail, and a collaborative spirit to keep officers organized and focused on donor engagement. The position requires a high level of organization, attention to detail, and professionalism in working with staff, donors, and the broader Hillsdale College community.

Essential Job Functions:

• Draft, edit, and send correspondence, including visit letters, follow\-up emails, and phone communications with constituents.
• Type letters, contact reports, and general information from rough drafts.
• Maintain and update records in the CRM system; generate lists and reports as needed.
• Research, review, and enter data pertaining to constituents from contact reports, on\-campus visits, and event interactions for priority prospects and potential prospects.
• Execute follow\-up for appointments; type and manage plans, order/gather follow\-up materials, and other actions as necessary.
• Plan and execute details of donor campus visits, which may include travel and lodging arrangements.
• Draft and process scholarship pledge criteria and agreements, coordinating with donors and internal departments.
• Draft and submit travel expense vouchers for officer reimbursement.
• Review expenses, assign budget codes, and reconcile monthly MasterCard statements.
• Act as Advancement liaison for other Departments and the general public.
• Assist with special projects that may arise as necessary.
• Maintain confidentiality in all information.
• Assist after hours as needed (minimal).

Required Qualifications

Education and Experience

This position requires a high school education, two to five years of office and data entry experience preferred, or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

Qualifications

Individuals must possess such knowledge, skills, and abilities, or be able to explain and demonstrate, that the individual can perform the essential functions of the job, with or without reasonable accommodation using some other combination of skills and abilities.

Other Skills

• Strong knowledge of office practices and procedures.
• Excellent organization skills and attention to detail.
• Strong grammar, written communication, and editing skills.
• Professional interpersonal skills for phone, email, and in\-person interactions.
• Ability to work independently with minimal supervision and manager responsibilities during supervisor absences.
• Knowledge of basic office machines and computer/word processors.
• Advanced clerical skills, including knowledge of proper correspondence format, as well as basic accounting skills.
• Attention to detail is critical.

Physical Demands

Physical Requirements

Ability to read, write, hear, speak, see, and communicate effectively. Ability to operate basic office equipment including a photocopier, scanning software, computer equipment, DVD player, display monitors, and the like. The position is largely sedentary. Occasional lifting or moving of office supplies, booklets, etc. is necessary.Personal Characteristics

The Office of Institutional Advancement interacts with the entire Hillsdale College audience. A neat appearance and a pleasant relationship that is supportive of the College mission is essential. This relationship needs to be supportive and professional while maintaining confidentiality as needed.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

Posting Detail Information

Posting Number S266P

Open Date

Close Date

Open Until Filled No

Special Instructions to Applicants