Administrative Assistant

The Administrative Assistant provides specialized administrative support to the Development and Alumni Relations (DAR) office, coordinating departmental activities, managing communications, and assisting with financial, event, and project management tasks in alignment
with departmental goals and standards.

Administrative support 70%
1. Provides executive-level support to the Development and Alumni Relations Executive
Leadership Team, managing calendars, prioritizing meetings, resolving scheduling
conflicts, and preparing executives with necessary materials. Acts as the main point of
contact, offering high-level customer service and ensuring effective communication
across all stakeholders.
2. Serves as the SIU Foundation Representative to the Springfield campus, coordinating
School of Medicine (SOM) development activities with Carbondale and staying informed
of all organizational activities. Acts as the primary liaison between the department and
internal/external staff, donors, vendors, and community members.
3. Coordinates departmental activities and long-term projects such as organization-wide
meetings, planning retreats, donor engagement efforts, and special initiatives. Develops
and maintains a comprehensive, organized operational system for the office, including
preparing timelines, managing logistics (e.g., AV equipment, materials, venue
coordination), tracking project progress, and ensuring deadlines are met.
4. Assists with strategic communications and engagement projects for Development and
Alumni Relations, including the Impact Report and other department-wide initiatives.
Collects and reviews data, processes marketing requests, and serves as the liaison
between the Office of Marketing and Communication and DAR.
5. Maintains the department's crowdfunding platform, including the creation of pages and
maintenance of campaign pages, QR codes, and other related content, to support
School of Medicine fundraising efforts.
6. Works closely with the Director of Development and other Development Officers to
prepare proposals for submission to private foundations and individual donors. Maintains
strict confidentiality of various aspects and information related to stewardship and
fundraising activities.
7. Responsible for maintaining contact information and transcribing donor updates to
create contact reports and/or proposals on behalf of Development Officer(s). Data is
then entered into Blackbaud manually.
8. Serves as web coordinator for the department, creating and maintaining web content to
ensure alignment with departmental goals and messaging to ensure effective and
appropriate social media presence for the department.
9. Independently composes and edits correspondence, presentations, and reports for
executive leadership, ensuring clarity and accuracy. Manages the distribution of
communications, prioritizing important matters and ensuring executives are promptly
briefed on key issues.
10. Offers backup support for the Administrative Aide during peak times or absences.

Fiscal 15%
1. Prepares and processes the daily deposit for SIU Foundation Springfield Office.
2. Assists with financial record-keeping for Foundation special events and databases
relevant to fundraising efforts.
3. Provide detailed financial information to Development staff and School of Medicine
department administrators, including but not limited to charitable gifts (pledges, gift-inkind,
matching gifts, securities, bequests), and disbursement of funds, in various
formats.
4. Assists with department fiscal transactions, including processing Foundation invoice
vouchers, IDFs, travel vouchers, reimbursements, purchase requisitions, and supply
orders. Requests price quotes from vendors, resolves issues with supply orders and
invoices, and maintains accurate electronic and hard-copy files according to
departmental retention policies. Requires interpretation of travel regulations and
knowledge of Foundation and SOM reimbursement guidelines.
5. Departmental Pcard holder. Maintains, verifies, and reconciles Pcard purchases.
Contacts vendors to obtain needed information for proper processing, if needed.
6. Assists the Director of Business Services with Foundation Accounts Payable items,
including reviewing Foundation invoice vouchers, grants, and scholarships.

Event Support 10%
1. Attends events upon request of the Director of Business Services to assist with
stewardship and cultivation efforts.
2. Supports departmental events by preparing materials such as mail merge documents,
name badges, flyers, postcards, and brochures.
3. Assists with database management, including looking up alumni contact information and
supporting the tracking of event registration lists.
4. Maintains the Development & Alumni Relations communications schedule in
coordination with the department Event Managers.

Other 5%
1. Performs other related duties for the Office of Development and Alumni Relations as
assigned.

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.