May 12, 2021

Administrative Assistant for Institutional Advancement

Website earlham1847 Office of Institutional Advancement

The Administrative Assistant for Institutional Advancement provides specific support for the Earlham Campaign, the Directors of Annual Giving and Alumni Engagement and serves as the frontline receptionist for the office. This is a full-time (37.5 hours per week), hourly staff position with a full benefits package. The starting rate of pay is $12.82 per hour, with an increase upon successful completion of 90-day introductory period.

The position will report to the Director of Alumni Engagement and will collaborate with the Institutional Advancement office staff on projects that will raise funds for college priorities. This position will aid in successful organization of yearly events such as Homecoming and our day of giving and will be instrumental in helping to build a welcoming atmosphere for students, alumni, and friends of the college.

Primary duties and responsibilities

  • Serve as front-line ambassador for the Institutional Advancement Office, including but not limited to welcoming office visitors and serving as the primary person answering the main office phone.
  • Support the needs of the Campaign, Annual Fund, and Alumni Engagement as they relate to the preparing and processing of mailings, event and meeting planning and reservation management.
  • Provide staff support for Campaign events, Alumni Council meetings, regional events, Homecoming and Reunion Weekend, and Earlham Day.
  • Provide support for donor stewardship by assisting with the processing and mailing of endowed fund reports and student scholarship bios.
  • Assist with managing requests to the Marketing and Communications Department in conjunction with the project manager.
  • Serve as a point person for the alumni software EC Connect, approving users, sending reminders, and other duties as needed.
  • Daily management of the office mail, including distribution, stamping and recording of all checks prior to the receipting process
  • Manage multiple calendars and meeting scheduling for multiple administrative faculty in the IA office.
  • Manage the IA Office supply inventory and place orders as needed.
  • Perform duties such as word processing, filing, answering the telephone, processing mail, and scheduling appointments, etc.

Experience and qualifications

  • A high school diploma or GED certification is required.
  • Computer training in Microsoft Office applications, Excel and ability to learn other computer software programs; facility with basic HTML for web pages, and email. Familiarity with Banner is preferred.
  • Must be able to work with minimal supervision, ability to multitask handling several responsibilities at one time with potentially conflicting deadlines.
  • Must be able to work with people from around the world, including those with limited skills in English.
  • Excellent oral and written communication skills.
  • Excellent phone etiquette skills to maintain a humane and friendly atmosphere. Demonstrated sensitivity to confidential matters.

Application instructions

Please submit the following application materials in a single electronic file:

  • Cover letter;
  • Resume;
  • Statement on Diversity: The Statement on Diversity should describe how your values and leadership frame or center Diversity, Equity and Inclusion (DEI) in your work.
  • Contact information for three references.

All materials should be submitted to the Earlham College Human Resources Office at: [email protected].

Earlham College is an Equal Opportunity Employer that seeks applications from candidates who contribute to diversity in terms of race, ethnicity, age, religious affiliation, gender, sexual orientation, gender identity, disability, and veteran status, among other distinctions and contributions. As a College with a Quaker identity, Earlham also is eager to solicit applications from members of the Religious Society of Friends (Quakers).

Earlham utilizes E-Verify to confirm employment eligibility for all newly hired employees within the United States.

To apply for this job email your details to

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