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Summary The Administrative Assistant provides administrative and operational support to the Development team within University Advancement to facilitate the daily operations of the department. This role supports Development officers through CRM documentation, scheduling coordination, meeting logistics and administrative processing. The position assists with correspondence, documentation, and financial tracking while maintaining organized records and internal systems that support effective fundraising operations.

The Administrative Assistant reports to the Director of Advancement Communications, Events, Leadership and Board Engagement while working closely with the Executive Director for Development and the entire development team. Essential Functions Development Team Support: Assist with the coordination and internal tracking process for donor proposals and gift/fund agreements, ensuring documentation is organized and routed to appropriate stakeholders for review and approval Assist Development officers with travel coordination, including booking flights, hotels, rental cars and reservations, and preparing travel itineraries for donor visits and University-related travel Coordinate logistics for donor meetings, cultivation events and on-campus visits, including scheduling, itineraries, reservations, name tags and preparation of meeting materials Maintain accurate CRM records, including donor contact reports, meeting notes and fundraising activity documentation Assist with the reconciliation and documentation of Development team monthly expenses and financial transaction Prepare correspondence, reports and supporting materials related to Development activity and donor engagement Serve as an administrative resource to Development officers by supporting organization, documentation and internal process consistency Administrative Operations: Coordinate day-to-day administrative functions for the Development team, including calendar management, scheduling and meeting preparation Maintain organized files, records and tracking systems to support Development operations Monitor designated Development budgets and assist with financial documentation, invoice processing and expense tracking Enter and maintain event registration and attendance information in the CRM Support Development events through invitee outreach, list preparation, name tags and event materials Serve as a liaison with internal campus offices and external partners to support Development operations and respond to inquiries Minimum Qualifications Experience One year related experience required Education High school diploma or GED required Additional Information Essential Competencies Knowledge of basic mathematical skills Knowledge of basic reading skills Ability to carry out verbal and/or written instructions Ability to effectively communicate, verbally and written Detailed-oriented and highly accurate Ability to work in changing environment Ability to work effectively in a team environment Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU appropriately Ability to coordinate or lead others in accomplishing work activities Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry/query Ability to query, run reports and modify data in financial systems Ability to access and maintain document imaging systems, including scanning and filing documents Ability to operate computers and peripheral equipment such as printers Ability to draft office correspondence Application Deadline The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by August 28, 2026. Required Application Materials & Evaluation Experience must be fully documented on the official application.

The application will be used to evaluate if candidates meet the minimum requirements for the position and for consideration when determining starting pay rate. Experience requirements are inclusive of relevant professional experience, or experience attained through relevant internships, co-ops, student employment positions, or graduate assistantships. Uploads Required: Resume (for supplemental information only) Optional: Cover Letter Essential Requirement: Work Authorization BGSU does not offer H-1B or other work authorization visa sponsorship for this position.

Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. Bowling Green State University is an equal opportunity employer. The University is committed to maintaining an employment and educational environment that is free from unlawful discrimination, harassment, and retaliation.

The University prohibits discrimination and harassment on the basis of protected class: age (40 years of age or older), ancestry, color, disability, ethnicity, familial status, gender, gender identity and expression, genetic information, HIV/AIDS status, marital status, military status, national origin, political affiliation, pregnancy, race, religion, sex, sexual orientation, protected veteran status, or any other legally protected characteristic. EEOC Know Your Rights OCRC Know Your Rights In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email ohr@bgsu.edu. BGSU is an E-Verify employer

If hired into this position, you will be required to provide satisfactory proof of employment eligibility by providing acceptable, original forms of identification for employment verification via the Federal I-9 employment verification process. A list of acceptable documents can be seen here: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents