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Administrative Assistant to Stewardship

Job Title: Administrative Assistant to Stewardship

Department: Stewardship

Reports to: Senior Director of Stewardship

Hours: 40/week

Salary: Commensurate with qualifications and experience

Classification: Non-Exempt

Mission of Position: The Assistant to Stewardship serves as office coordinator for the Stewardship Office and shall provide organizational and administrative support to the Senior Director of Stewardship and Director of Stewardship.

Areas of Responsibility:

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

  • Managing the detail work and the information flow in the stewardship office, including but not limited to electronic data input-storage-retrieval, mailings, filing, and reservations/coordination for events.
  • Providing hospitality for donors, friends, and prospects at the campus and sometimes at off-campus events.
  • Supporting the work of the stewardship directors by assisting with ongoing office activities with a heavy focus on fundraising and special event management.


  • Coordinate the functioning of the Stewardship department’s daily operations, projects, and tasks according to the strategic direction and business needs
  • Provide administrative and logistical support for all fundraising activities, campaigns, and special events (iFundPhillips, PhillipsFest, AmplifyPhillips, etc.)
  • Coordinate all department mailings including direct/bulk mail, electronic mail, monthly birthday cards to donors, and ordination anniversary cards
  • Generate gift acknowledgment and tax receipts, original for signature and copy for stewardship records
  • Coordinate department activity calendar and ensure proper office coverage and support for all necessary tasks
  • Assist in preparation for and maintenance of Stewardship records, meetings, materials, correspondence,  schedules, agendas, expense reports, and conference and travel arrangements
  • Prepare meeting space and materials and take minutes for stewardship meetings
  • Prepare check requests and purchase orders
  • Maintain office supply inventory including letterhead supplies
  • Assist in other areas throughout PTS such as Remind & Renew Conference, Board of Directors meetings and dinners, and faculty/staff appreciation days
  • Work inter-departmentally to ensure the best outcomes and success for Phillips
  • Scan all documentation for donors; file in Raiser’s Edge database and “regular” general files
  • Work with database manager to ensure up to date records and information
  • Ensure confidentiality and security of all information
  • Perform other duties relating to administrative assignments as assigned by directors of stewardship  


The successful candidate will possess the following:

  • Bachelor’s degree preferred or a minimum of 7 years successful administrative assistant/office management experience
  • Experience in coordinating the internal day-to-day operations of an executive, professional setting with minimal supervision, using sound judgment, initiative, and discretion
  • Proficiency in Microsoft Office/Office 365 including but not limited to Word, Outlook, Excel, and PowerPoint, as well as other general office equipment
  • Proficiency in using Adobe Acrobat Pro and other Adobe products
  • Intermediate knowledge of Constant Contact and online content management software
  • Familiarity with and ability to navigate databases (RaisersEdge)
  • Excellent interpersonal/written communication skills
    • Strong editing skills, excellent grammar, punctuation, spelling, and proofing
  • Sensitivity to working in a multicultural and very diverse setting
  • Strong organizational skills with the ability to manage competing responsibilities, prioritize projects and details, and meet deadlines
  • Ability to work independently and as a member of a team with emphasis on collaboration and tact; professionalism, confidentiality, and flexibility are critical to success in this role
  • Demonstrate exceptional attention to detail
  • Experience in a Higher Education environment, especially in the areas of fundraising/development preferred 
Application Instruction
Please email a cover letter expressing interest in the position, being as specific as you can, and detailing relevant professional experience, education, and training, along with a resume,
including the names and contact information of at least three professional references to gwen.derrick@ptstulsa.edu.
Phillips Theological Seminary offers Christian graduate theological education
in service of intelligent, just, and compassionate religious and civic communities. We welcome
students to a safe space for truth-seeking conversations about the Bible, Jesus, and faithful living.
Courses available on campus and online for certificate, diploma, MDiv, MAMC, MASJ, & MTS
programs, and on campus for the DMin program.

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Tulsa, OK 74116

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