PHILANTHROPY ADMINISTRATIVE ASSISTANT II

ABOUT US:

Scripps Research is a nonprofit biomedical institute ranked as one of the most influential in the world for its impact on innovation. We are celebrating our 100-year legacy. This significant milestone marks a century of seminal discoveries in immunology, infectious diseases (such as COVID-19, flu, HIV), neuroscience, heart disease, cancer, and more. Located in La Jolla, California, the institute houses six research departments, multiple Nobel laureates, a top-ranked graduate school and a leading postdoctoral training program.  We work hand-in-hand with researchers of the Scripps Research Translational Institute and Calibr to merge foundational studies in biology, chemistry and computer science with translational science to produce pioneering drugs and advances in digital and precision medicine. Together, we cultivate new scientific leaders and expand the frontiers of knowledge to deliver medical breakthroughs impacting human health around the globe. If you have a passion for making a difference, this could be your opportunity to join our transformative team.

Celebrating a Century:  https://100.scripps.edu/

 

POSITION TITLE:    Philanthropy Administrative Assistant II

POSITION SUMMARY:

Under direction of the Associate Vice President for Development Services, the Administrative Assistant (AA) for the Office of Philanthropy will manage a variety of daily, recurring, and ad hoc administrative activities that support fundraising and engagement efforts at Scripps Research. This includes calendaring, communications, financial and procurement support, donor stewardship assistance, and interdepartmental coordination. The AA will provide highly organized, time-sensitive, and professional administrative and project support to the Philanthropy team and serve as a key liaison across internal departments.

 

RESPONSIBILITIES AND DUTIES:

• Administrative Coordination: Manage calendars and coordinate meetings for multiple stakeholders; arrange meeting logistics including room reservations, visitor access, Zoom links, and catering as needed; assist in travel coordination. Support larger group and donor-related meetings and events.
• Office and Facilities Management: Monitor department phones and shared inboxes; oversee office supply inventory and swag management; serve as liaison to IT, Facilities, and Mail Services; support onboarding of new staff.
• Database and Information Management: Perform data entry, file maintenance, and record clean-up in development databases; ensure accurate logging of donor information, actions, and reports; assist with pledge reminders and donor stewardship tracking.
• Communications and Correspondence: Draft and prepare professional correspondence, agendas, donor materials, reports, presentations, and other documents for internal and external audiences. Assist with donor acknowledgments and tribute cards.
• Mailings and Fulfillment: Coordinate regular and special mailings, including gift receipts, pledge letters, Science Trust welcome packets, and donor stewardship. Assist with mailing assembly and ensure tracking of shipments.
• Expense Support: Coordinate expense reconciliation. Process travel, reimbursements, PCard reports, and invoices using internal systems such as SciQuest and Concur.
• Details of established essential functions for this position will be addressed/discussed during the interview process.    

 

REQUIREMENTS:

• Bachelor’s Degree or equivalent experience preferred.
• Minimum two years’ experience providing administrative support, preferably in a fundraising or non-profit setting.
• Strong attention to detail with proven ability to handle confidential information, manage multiple priorities, and work independently.
• Excellent written and verbal communication skills, with experience preparing reports, donor correspondence, and other professional documents.
• Demonstrated organizational and project management skills with the ability to anticipate needs and manage timelines.
• Proficiency in Microsoft Office Suite; familiarity with development and other systems (e.g., Blackbaud Raiser’s Edge NXT, Concur, SciQuest) preferred.
• Professional demeanor and a collaborative spirit; ability to work with diverse stakeholders including donors, vendors, and cross-functional teams.

• While subject to change based on business needs, this is an on-campus position requiring a minimum of 4 days per week working onsite from our La Jolla campus, with flexibility to work 1 day per week rem