Job Description

Department : Advancement

Reports to : Vice President for Advancement

Classification : Full-time, Hourly, Non-Exempt, 37.5-hour workweek; On-site

JOIN A MISSION-DRIVEN TEAM TRANSFORMING LIVES AND COMMUNITIES

Are you passionate about purpose-driven work that supports real change in the world? At Christian Theological Seminary (CTS), we're embarking on a bold new chapter-launching our first comprehensive campaign in over a decade-and we're looking for an exceptional Administrative Assistant to the Vice President for Advancement to help lead the way. This is more than just an administrative role; it's an opportunity to work alongside a visionary leadership team, contribute to a dynamic advancement strategy, and be part of a community grounded in values, impact, and transformation.

The successful candidate will be integral to a mission-driven advancement team, joining a team of experienced professionals dedicated to a meaningful and impactful work experience.

JOB SUMMARY : As the Administrative Assistant, you will play a vital role in supporting the Vice President for Advancement. You'll manage key communications, coordinate meetings and events, maintain confidential records, support donor engagement, and ensure seamless operations across multiple functions-including campaign planning, alumni relations, and fundraising efforts. Your organizational and communication skills will directly contribute to the success of an institution committed to equipping leaders for service and transformation.

ESSENTIAL FUNCTIONS

• Oversees the Vice President's schedule, coordinates the Vice President's communication, and facilitates access to the Vice President.
• Prepares meeting materials and tracks follow-up tasks.
• Prepares and/or edits high-level and confidential materials and correspondence under the signature of the Vice President.
• Coordinates mailings as needed, including proofreading of materials.
• As needed, coordinates and arranges travel for the Vice President, which includes making flight reservations and hotel accommodations, arranging visits, providing travel itineraries as needed, and processing travel expenses.
• Coordinates Advancement staff meetings, including producing the agenda and arranging for speakers as needed.
• Interprets and applies organizational policies, rules, and regulations when responding to inquiries; exercises sound judgment when making referrals.
• Attends, takes and transcribes notes of the Board of Trustees Advancement Committee meetings, Trusteeship meetings, and internal staff meetings.
• Supports the VP in all aspects of budgeting-including, but not limited to, purchase orders, reimbursements, credit card expense allocations, and budget reconciliation.
• Assists with donor and alumni events, including preparation for room reservations, catering, invitations, set-up with facilities staff, decorations, and event follow-up.
• Schedules and coordinates meeting details for in-person and virtual meetings with internal and external constituents.
• Provides support for donor scholarship reporting and stewardship activities.
• Serves as backup for Database and Prospect Research Manager in the areas of data and gift entry, prospect research, and profile creation.
• Orders/maintains office supplies.
• Represents the advancement office and supports CTS events and activities as appropriate.
• Performs other duties and special projects requested by the vice president.

POSITION REQUIREMENTS

• Bachelor's degree is strongly preferred.
• A minimum of five year's of revelant experience or related professional experience.
• Resonance with the CTS mission, vision, and core values.
• Strong writing and verbal communication skills.
• Ability to maintain confidentiality.
• Ability to work collegially with a broad range of people.
• Time and project management skills, including attention to detail, deadlines, and deliverables.
• Event planning, execution, and assessment experience.
• An understanding of philanthropy, fundraising, and data/constituent confidentiality principles and practices.
• An understanding of philanthropy, fundraising, and data/constituent confidentiality principles and practices.
• Technology skills; proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
• Experience in a seminary, theological institution, faith-based, or social services organization is preferred but not required.
• Commitment to an ethical, authentic, and harmonious work environment, including empathy, collegiality, constructive candor, creativity, and diplomacy.
• Database platforms for constituent relations management (CRM) and fundraising are a plus (CTS utilizes Raisers Edge NXT).

APPLICATION PROCESS

Review of applications will begin immediately and continue until the position is filled. Qualified candidates should apply online using the application link or submit a letter of interest, a resume, and three professional references to [email protected].

CTS is an equal opportunity employer and does not discriminate with respect to recruitment, hiring, or any other status of employment based on race, color, religion, sex, sexual orientation, national origin, disability, or any other category protected by law.

MORE ABOUT CHRISTIAN THEOLOGICAL SEMINARY

(CTS) is a fully accredited ecumenical graduate school in Indianapolis, IN, related to the Christian Church (Disciples of Christ) and serving the whole people of God. We welcome all faiths to explore/ engage in an intellectually rigorous, spiritually formative, and emotionally supportive education that equips our students to go out into the world and serve-whether in the church or the community. CTS also offers a robust counseling program that provides professional counseling preparation and spiritual/theological integration for those training to become mental health counselors, marriage and family therapists, pastoral psychotherapists, and spiritual care specialists.

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