REPORTS TO: Director of Principal and Major Gifts
SCHEDULE: 37.5 hours/week typical hours Monday Friday 8:30am 5:00pm. Schedule may vary according to departmental and Academy needs. Schedule may vary according to departmental and Academy needs.
Pay Group | Type | Status | Fiscal Year Weeks | Class | Department | Location |
BiWkly (Hourly) | Regular | FullTime | Full year 52 weeks) | Staff | Major Gifts | Hybrid |
Position Purpose
Primarily responsible for providing administrative and clerical support to the Major Gifts Office.
Job Responsibilities
- Ensures efficient and effective clerical/administrative support for the Major Gifts office.
- Provides administrative support for up to five Regional Directors of Major Gifts and the Director of Planned Giving including: calendar and travel arrangements posttravel follow up and reports. Prepares expense reports and submits to Finance.
- Maintains office reports and works independently on projects assigned by the Regional Directors of Major Gifts.
- Creates detailed travel itineraries for Regional Directors of Major Gifts and Director of Planned Giving trips and helps coordinate Principal travel with the Regional Directors and Director of Planned Giving.
- Coordinates the production of correspondence invitation lists marketing materials and other communication as needed for the Regional Directors of Major Gifts and Director of Planned Giving.
- Works with Advancement Operations to create customize and generate reports as needed.
- Works collaboratively with other Advancement staff to promote efficiencies and to develop and maintain respect and cooperation providing colleagues with assistance as necessary.
- Prepares reports and information packets for soliciting major prospects.
- Drafts general correspondence and gift acknowledgements as requested.
- Files correspondence screens telephone calls and processes mail.
- Sets up meetings (schedule prepare agendas) and oncampus events with visiting alumni.
- Assists with planning and organizing offsite events of alumni/ae as necessary.
- Oversees the use and maintenance of Academy vehicles and coordinates with Student Activities for travel arrangements.
- Coordinates office communication with offsite officers while they are traveling.
- Assists with proofing editing writing research and special projects as needed.
- Provides assistance and support during reunion weekends ELW weekend and other Advancement events on campus as needed.
- Does data entry and portfolio updating as needed for the Regional Directors of Major Gifts and Director of Planned Giving.
- Works and coordinates with Senior Assistant on departmental organization and office management.
- Performs other duties as assigned.
Knowledge Skills and Competencies
- Respect for diversity of identities and experiences an orientation toward equity and inclusion and cultural competency in all aspects of Academy life.
- Demonstrated ability to make independent and coordinated decisions in a fastpaced environment and handle multiple priorities and deadlines.
- Excellent telephone and clerical skills.
- Strong interpersonal skills with ability to develop and maintain collegial relationships.
- Excellent communication (written and verbal) skills.
- Demonstrated ability to work with students by building trust and credibility.
- Excellent analytical and problem solving skills as well as a strong customer focus.
- A strict adherence to confidential policies is required.
- Proficient in MS Office.
- Experience using Blackbaud or similar CRM.
- Willingness and ability to learn additional applications as needed.
- High degree of organizational skills with the ability to be flexible and multitask with accuracy.
- Ability to follow verbal and written directions maintain a professional demeanor and restraint at all times including stressful situations.
Direct/Indirect Reports
None.
Position Requirements
Education
- High school diploma or GED required.
- Bachelors degree preferred.
Experience
- 3 5 years clerical/administrative experience.
- Experience working with adolescents in an educational setting preferred.
Additional Requirements
- Successfully complete a criminal background check (reviewed every 5 years).
Required Experience:
Staff IC