Job Summary:
The Administrative Assistant will provide administrative support to all staff and constituents in the Office of Institutional Advancement (OIA). Serve as a liaison between the OIA and other university administrators, faculty, staff, the Board of Trustees, and other key stakeholders.
Essential Duties and Responsibilities:
Administrative
· Maintain a rigorous daily calendar for Vice President of Advancement including scheduling meetings and conference calls.
· Arrange travel schedule and expenses for Vice President of Advancement and as needed for other Advancement staff.
· Assist in the planning of OIA events, including coordinating with vendors, facilities team, etc.
· Occasionally supervise work study students.
· Assist with purchases, business expenses, credit card and leave processing, managing correspondence and organizing and tracking confidential materials.
· Process donor checks and reconcile with finance department monthly.
Customer Service
· Rapidly respond to donor and stakeholder needs, questions and concerns.
· Serve as the first point of contact for Office of Institutional Advancement.
· Prepare agendas, minutes, project summaries and handouts as needed.
· Track endowment status and reporting deliverables.
· Pull reports as needed, track KPIs and budget goals for advancement reports.
· Pull lists for annual appeals and donor engagement activities including pledge reminders.
· Files donor records, (both hard and electronic copies).
Required Knowledge, Skills and Abilities:
· Excellent written, verbal and interpersonal skills.
· Excellent phone mannerism and customer skills.
· Attention to detail and accuracy coupled with a sense of urgency around deliverables.
· Project management skills, including organizing tasks and materials.
· Discretion when dealing with highly sensitive information.
· Ability to work both independently and as a team member.
· Ability to set priorities, handle multiple assignments and deadlines, and display excellent judgment, while operating in a flexible and professional manner in a fast-paced and team-oriented environment.
Minimum Requirements:
· Bachelor’s degree or its equivalent.
· Two to five years of office experience, preferably in a fundraising or non-profit environment, (preferably in higher education).
· Experience with Office 365 and Raisers Edge.
