The Administrative Assistant I supports Truman State University’s mission by providing administrative and front office support for University Advancement. This position plays an important role in helping the Advancement office remain organized, responsive, and well-supported.

Reporting to the Director of Advancement Services, the Administrative Assistant I provides primary support to the Vice President for University Advancement and Advancement leadership team while also managing front desk and reception responsibilities. This position interacts with a wide range of individuals, including alumni, donors, Foundation Board members, Alumni Board members, campus partners, vendors, and members of the public. This role is a strong fit for someone who is organized, dependable, service-minded, and enjoys helping an office run smoothly while supporting work that benefits Truman students and donors.

Primary Responsibilities

● Serve as the primary front desk and reception contact for the Advancement office, welcoming visitors, answering phones, responding to general inquiries, and directing guests appropriately

● Provide administrative support to the Vice President for University Advancement and Advancement leadership team, including scheduling, calendar coordination, meeting preparation, and general office support

● Provide logistical support for Foundation Board, Alumni Board, committees, Advancement meetings, and events, including preparation of materials, room reservations, RSVPs, meals, supplies, and vendor coordination

● Handle purchasing, requisitions, invoices, expense tracking, and related documentation for the Advancement office

● Assist with mailings, mail merges, labels, letters, database updates, and other office communication projects

● Enter and maintain accurate information in Advancement databases and office systems

● Maintain office supplies, shared resources, records, and general office organization

● Handle confidential and sensitive information with discretion, professionalism, and care

The Successful Candidate Will:

● Be dependable, organized, and detail-oriented

● Communicate clearly, professionally, and in a timely manner

● Create a welcoming and helpful experience for visitors, callers, donors, board members, campus partners, vendors, and guests

● Manage daily office tasks with good judgment, flexibility, and follow-through

● Take initiative, ask good questions, and help solve problems

● Care about Truman’s mission and the role Advancement plays in supporting students and the University

● Maintain discretion, confidentiality, and professionalism

● Contribute to a positive team culture focused on collaboration, service, and shared success

Truman State University is Missouri’s highly selective public liberal arts and sciences university, committed to providing an exceptional undergraduate and graduate education grounded in academic excellence and student success. Located in Kirksville, Truman fosters a close-knit, student-centered environment that emphasizes critical thinking, leadership, and lifelong learning.

University Advancement plays a vital role in supporting Truman State by building meaningful relationships with alumni, donors, and friends of the University. Working in partnership with the Truman State University Foundation, the division raises approximately $3 million annually to support scholarships, academic programs, student experiences, faculty excellence, capital priorities, and other strategic initiatives. The team is committed to fostering a culture of philanthropy that connects individual passions with institutional priorities and drives lasting impact. The Administrative Assistant I will join a collaborative team focused on creating a welcoming office environment, supporting daily operations, and helping University Advancement serve alumni, donors, campus partners, and the Truman community.