Institutional Advancement Administrative Assistant - Budgeting & Finance

LOCATION: Wayland Baptist University - Plainview Campus

DEPARTMENT: Institutional Advancement 

SUPERVISED BY: Vice President of Institutional Advancement



GENERAL RESPONSIBILITIES: The Institutional Advancement Administrative Assistant serves as assistant to the Vice President for Institutional Advancement. The position is the first contact of the Office of Institutional Advancement to the community, alumni and donors and must present a willingness to assist, use good judgment and respect donor’s rights with regards to confidentiality.


  1. Greet visitors to the Office of Institutional Advancement
  2. Answer telephones and relay messages to office employees appropriately
  3. Provide secretarial support for the Office of Institutional Advancement when needed
  4. Order office supplies as needed
  5. Assist in planning and hosting various donor and university events when needed
  6. Prepare requisitions, reimbursements and budget transfer requests
  7. Prepare monthly gas card and credit card statements to send to the Business Office
  8. Prepare and maintain department budgets and reconcile with Business Office budget reports
  9. Attend and record minutes for Institutional Advancement Committee for the Board of Trustee meetings
  10. Research foundations on Foundation Search website for grant opportunities
  11. Manage state solicitation registration alongside compliance company by gathering and providing pertinent university and financial information needed for such state registrations
  12. Assist with the management of donor historical, planned giving, and endowed scholarship files
  13. Assist in various office projects, such as updating the donor database and digitizing donor historical information and donations
  14. Assist in processing various types of daily and monthly donations and creating donor acknowledgments as needed
  15. Send the daily directors’ report as needed
  16. Retrieve donation information from Institutional Advancement files for each yearly audit
  17. Commit to an unapologetically Christian lifestyle
  18. Be willing to become involved in campus life and to invest in the students of WBU

The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employee may perform other related duties as assigned by Vice President for Institutional Advancement.


Education, Certification and License:

  1. High School Diploma or G.E.D. required
  2. College degree preferred

Experience and Knowledge:

  1. Two (2) years of proven office and budgeting experience
  2. Experience working directly with the public both in person and by telephone preferred

Skills and Abilities:

  1. Proficient in operating a personal computer and in using a variety of software applications; specifically Microsoft Word, Excel and Access
  2. Experience with Raisers Edge program, Blackbaud products, or similar software packages will be given preference
  3. Knowledge of basic bookkeeping and accounting will be given preference
  4. Ability to utilize good communication skills, both written and verbal
  5. Ability to anticipate problems and use good judgment in developing solutions
  6. Ability to work with minimal supervision
  7. Be a self-starter, self-motivated and possess the ability to conceptualize processes


Employment is subject to an introductory period to monitor employee performance. If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Employee must be able and willing to travel. Must be able to operate a licensed motor vehicle and possess a valid state driver’s license or have access to reliable transportation. Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, disability, or genetic information. Under federal law, the university may discriminate on the basis of religion in order to fulfill its mission and purposes.