Administrative Associate


Position Title

Administrative Associate


University Advancement


Full Time/Non-Exempt

Position Summary

Provide general administrative support to Chief Advancement Officer and Department professionals. Perform administrative, clerical and general office duties.

Essential Job Duties

  • Maintain daily calendar, schedule meetings and appointments for Department Chief and others as requested.
  • Responsible for sharing phone answering and mail.
  • Handle correspondence for Department Chief.
  • Interact with visitors, donors, Board of Trustee members and Jacksonville University personnel as appropriate.
  • Handle Department correspondence with donors and University personnel; letters, memorandum, notice of meetings, etc.
  • Handle travel arrangements for Department Chief.
  • Assist Chief in administering external events.
  • Handle arrangements for functions including facility arrangements, food receptions for University Advancement, etc.
  • Other duties as assigned.

Special Skills

  • Fifty-five wpm typing skills, excellent computer skills including Microsoft Word, Excel and Power Point.
  • Strong computer skills in Raiser’s Edge or some similar form of development/constituent management software preferred.
  • Some office management experience preferred.
  • Shorthand/Dictaphone skills helpful.
  • Strong interpersonal and organizational skills, maturity to handle sensitive and confidential information.
  • Must be able to multi-task, be a self-starter with good initiative and use good judgment.

Work Conditions

  • Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings or being off-campus.
  • Standard office hours are 8:30 a.m. to 5:00 p.m. Monday through Friday.
  • Some after-hours work may be required.

Physical Requirements

  • Manual dexterity to efficiently operate a computer keyboard and other business machines.
  • Near vision sufficient to read written communications and computer display screens.
  • Adequate hearing to communicate effectively in person and by phone.


Prerequisites Required for Position

Minimum Education Requirement

  1. High School education, University degree desired or equivalent work experience.

Preferred Qualifications

  1. Professional experience strongly preferred


This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs


I acknowledge receipt and understanding of this job description.  I verify that I am capable of and willing to fulfill all essential functions of this position.  I am willing to be flexible and willing to do various jobs that are not listed, as the need arises.

 To Apply

Applicants should send relevant materials to Sharon Getz at