Administrative Assistant III

Purchase Order Information (We will need the PO before the candidate can start on assignment)

Has the PO already been approved TBD
If so, what is the PO number:
Is your PO grant or gift funded No
Will the PO be tied to multiple resources No

Assignment Information:
Campus or Medical Enterprise: Campus
Address where the work is being performed downtown at the Tower (aka AT&T Center) on 1150 S. Olive Street, LA, CA 90015
Will this position be onsite/remote/hybrid Onsite
Will this worker be working directly with Minors No
Job Title: Administrative Support Specialist
Number of needs: 1
Target start date: ASAP
Duration of Assignment: 12/15/2026 (possible/ not guaranteed conversion to FTE in 2027 for the right fit)
Work hours: 8:30am 5:00pm M-F
Dress code: Business Casual
Parking: At Candidate expense; parking meters & garaged parking is available at cost

Job Description: Position Summary:
The Administrative Support Specialist provides comprehensive support for Associates and Alumni Engagement initiatives, blending executive-level administrative assistance with membership program coordination. This role is responsible for managing membership lifecycle activities, ensuring data integrity, supporting board operations, coordinating fundraising efforts, and delivering exceptional event and stewardship experiences. The ideal candidate is highly organized, detail-oriented, and skilled at balancing multiple priorities in a dynamic development environment.

Key Responsibilities:
Membership & Program Coordination
Coordinate full membership lifecycle: invitation, acquisition, onboarding, and retention.
Maintain accurate membership data and reporting in Salesforce.
Assist in developing and implementing annual retention and recruitment strategies.
Create donor communications, including solicitations, newsletters, and social media content.
Oversee stewardship touchpoints (letters, birthday cards, recognition wall).
Coordinate Associates Student Scholars program and Faculty Awards programs.
Monitor Daily Gift Report and Marketing Cloud analytics for engagement insights.
Coordinate the delivery of member courtesies including liaising with campus vendors.
Executive & Board Support
Provide executive-level administrative support to senior leadership, including calendar management, meeting coordination, and travel arrangements.
Assist with board operations: prepare materials, agendas, presentations, and serve as liaison with faculty.
Maintain office and program inventory; coordinate team meetings and workflows.

Fundraising & Data Management:
Support fundraising pipeline by scheduling prospect meetings and assisting with proposals.
Ensure data integrity in Salesforce through updates, contact reports, and biographic information.
Track and report key metrics for membership and development activities.

Event Management:
Assist in planning and support events, including logistics, registration, signage, and post-event reporting.
Coordinate sponsorship solicitation and member engagement opportunities.

Qualifications - Must Have:
Bachelors degree in business, communications, or related field (or equivalent experience).
35 years of experience in development, membership programs, or executive administrative roles.
Proficiency in Salesforce, Microsoft Office Suite, and Marketing Cloud.
Strong organizational, time-management, and communication skills.
Ability to manage multiple projects and deadlines with attention to detail.
Experience in event planning and board governance preferred.
Familiarity with fundraising operations and stewardship best practices.

Skills & Competencies:
Membership strategy and donor stewardship.
Executive support and board relations.
Data analytics and reporting.
Excellent interpersonal and written communication skills.
Ability to maintain confidentiality and exercise discretion.

Campus - Non-Clinical Onboarding (can start pending criminal if driving or handling cash is not involved)

Core:
Background
Social Security Trace
7 year worked and lived found by SSN
County Criminal F&M - 7 year
Federal Criminal - 7 year
Widescreen Plus National Criminal Search
National Sex Offender Registry
Application:
Temporary Work Agreement
Harassment & Discrimination Pamphlet
On Campus:

COVID Vaccination Requirements:
Not required however strongly recommended. Masks Optional.

Qualified Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act