Arcadia University, Domestic

  • Assistant to the Vice President - Office of University Advancement

    Location US-PA-Glenside
    Regular Staff Full-Time
  • Overview

    The Assistant provides leadership, strategic planning, and administrative support for the Vice President and the Advancement Office, and assists in the management of the Vice President’s portfolio, including all levels of communication and relationship-building and serves as the key person in outreach to the Board of Trustees and the President’s Office. The Assistant to the Vice President is a full-time employee in the University Advancement division of Arcadia University and reports directly to the Vice President.


    Arcadia University is a top-ranked private university in Greater Philadelphia and promises a distinctly global, integrative, and personal learning experience that prepares students to contribute and lead in a diverse and dynamic world. A national leader in study abroad and international education, Arcadia has been named #1 in undergraduate study abroad participation by the Institute of International Education’s Open Doors Report for the past seven years. Approximately 3,900 students attend Arcadia, and the University’s 2,500 undergraduate students choose from more than 65 fields of study.


    Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to hiring manager.

    For additional information and to apply, please visit: and submit a cover letter, resume and names and phone numbers of three professional references.


    Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.


    Arcadia University seeks candidates of diverse cultural backgrounds and abilities. Arcadia University encourages members of underrepresented groups to apply. All offers of employment are conditional based on successful completion of a background check.



    • Serve as the primary liaison from the Advancement Office to the President's Office on all strategic plans and donor outreach.
    • Manage all levels of communication and relationship-building including creation and editing of letters and other correspondence; handle mail, make calls, prepare cards; write acknowledgement letters and brief articles; compose and edit correspondence created by the Vice President for Advancement and senior administrative staff as requested, including donor and alumni acknowledgements and solicitation letters.
    • Serve as liaison between University Advancement and other departments on campus; work especially closely with the President's Assistant.


    Strategic Planning

    • Serve as a member of the University Advancement leadership team and participate in prospect management and prospect strategy meetings.
    • Using the Vice President's portfolio of prospects, which is focused on Trustees and high capacity donors, create appointments and giving opportunities that connect the donors' priorities with the needs of the university. Schedule meetings and arrange travel and accommodations for the Vice President, and, if necessary, for the leadership of the university, including Trustees.



    • Attend Advancement events, with the responsibility of stewarding prospects during the event.
    • Interact with senior administrators, faculty and staff to increase giving to the university.




    • Maintain the Vice President's calendar; prepare materials for trips and meetings.
    • Update information in Raiser's Edge resulting from the Vice Presidents contact with donors and debriefings after meetings.
    • Maintain the Vice President's office, create event and individual files; manage the Inbox and Outbox and keep paperwork organized.
    • Reconcile and approve Visa statements and secure travel reimbursements for the Vice President.
    • Answer phones and make appropriate referrals for incoming calls for the Vice President and senior administrative staff as necessary.

    Administrative Support for the University Advancement Committee

    • Work in coordination with the Administrative Assistant for Enrollment Management to prepare agendas and corresponding material for each Arcadia 360ׄ° Committee meeting, occurring three times annually.
    • Serve as liaison to committee members.
    • Serve as secretary to the committee, in coordination with the Administrative Assistant for Enrollment Management, in taking meeting minutes and carrying out the action items created at the meeting. Provide administrative support for all activities associated with the Board of Trustees.


    Marginal Functions:

    • Other projects and initiatives as designated by the Vice President or her consitituents in support of the University's missions and goal.


    Received: The Assistant to the Vice President will report to the Vice President of Advancement.


    Required Knowledge, Skills and Abilities:



    • Ability to exercise the highest standards of ethics, confidentiality, discernment, professionalism and productivity at all times is essential because his/her communicative style, conduct and attitude are representative of the Office of University Advancement unit.  
    • Professional demeanor and appearance.



    • The ability to interact with all levels of internal management, staff, faculty and trustees, as well as students, alumni, parents and outside organizations of the University in a fast-paced environment while remaining flexible, proactive and exuding a calm, welcoming and gracious demeanor at all times is required.
    • Ability to present ideas professionally, clearly, and effectively in written and oral form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure.
    • Excellent interpersonal skills and ability to be an effective team player at all times.


    Technology Skills

    • Demonstrate familiarity and use of office equipment and other relevant technology (software and systems) to meet work needs.
    • Proficient skills in Gmail, MS Office, including Word, Excel and PowerPoint
    • Strong internet research skills


    Project Management

    • Ability to exercise good judgment in a variety of situations.
    • Demonstrated ability to work independently on projects, from conception to completion.
    • Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
    • Excellent organizational skills, ability to multi-task, and very strong attention to detail


    Critical Thinking or Problem Solving

    • Ability to understand issues, identify problems and opportunities to determine the appropriate course of action.


    Minimum Qualifications:

    • Associate's degree; Bachelor’s degree preferred
    • At least three (3) years of relevant experience with profit and/or nonprofit organizations,
    • Combination of education and experience will be considered. 
    • Demonstrated proven success in creating relationships with donors, Trustees, alumni and administrative leadership.


    Preferred Qualifications:

    Experience in a higher education environment.

    Knowledge of Raiser's Edge




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