Hybrid Administrative Specialist, Philanthropy and Donor Engagement bei Wake Forest University

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. 

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

The Administrative Specialist provides administrative, logistical, and project support to the Philanthropy and Donor Engagement (P&DE) Team. As part of a collaborative Support Team, this role supports day-to-day operations and serves as a key liaison with internal and external constituents.

Job Description

Essential Functions: 

• Provides calendar and meeting support for the Vice President of Development and Alumni Engagement, including scheduling, agenda creation, AV needs, and note-taking, in collaboration with other support staff.
• Processes University Procurement Card (PCard) expenses, submit reimbursements, and verify charges to the team’s budget and directly oversees the WAKECommunities budget in accordance with University established procedures for 20+ frontline fundraisers on the P&DE team, as well as VP of Development and Alumni Engagement, and Gift Planning.
• Coordinates and sends email correspondence (individual, group, and bulk) using tools such as Gmail, YAMM, and GiveCampus. 
• Pulls and prepares basic data reports to support fundraising efforts using a customer relationship management (CRM) such as Blackbaud. 
• Oversees the gift acknowledgement process including tracking and timely sharing of acknowledgements.
• Manages stewardship touchpoints for the team including birthday cards, sympathy cards, and small gifts.
• Maintains inventory of office supplies, such as stamps, stationery, and small gifts items. 
• In collaboration with the Office of Family Engagement, helps coordinate campus visits for guests and prospective students.  Responsibilities may include class visit arrangements, calendar coordination, catering, parking/golf cart reservations, itinerary creation, and meetings with campus partners. 

• Supports University Advancement events, sometimes during non-standard hours (early morning, evenings, or weekends).
• Engages with internal and external stakeholders with professionalism, warmth, and discretion, including providing concierge-level service for high-net-worth individuals.
• Holds high standards for work and takes pride in contributing to a mission-driven organization.

Required Education, Knowledge, Skills, and Abilities:

• High school diploma with a minimum of two years related experience in an appropriate discipline or an equivalent combination of education and experience.  
• Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint) and Google Workspace (Gmail, Docs, Sheets, Slides, Calendar, Chat, Meet, and Sites).
• Experience with Zoom and bulk emails tools such as YAMM.
• Ability to type accurately and use standard office equipment.
• Excellent verbal, written, and visual communication skills; able to engage with diplomacy, professionalism, and clarity across audiences.
• Strong organization skills and the ability to manage multiple priorities and deadlines in a dynamic environment. 
• Resourceful problem-solver with the ability to research and resolve office-related questions independently.
• Discreet and trustworthy in handling sensitive and confidential information.
• Collaborative and flexible, with the ability to adapt to evolving priorities and support team members at all levels.
• Committed to providing excellent service to donors, parents, and campus partners.
• Respect for the dignity and abilities of all people.

Preferred Education, Knowledge, Skills, and Abilities:

• Familiarity with a Development/Advancement environment, particularly within higher education or a not-for-profit organization.
• Experience working with prospect/constituent management in a development database.

Accountabilities:

• Responsible for own work.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. No adverse environmental conditions expected.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [email protected] or (336) 758-4700.

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