Administrative Assistant for Institutional Advancement

The Administrative Assistant is responsible for assisting the Office of Institutional Advancement in managing the daily affairs of the office. This position will provide a wide range of clerical duties such as answering phone calls organizing files providing excellent customer service collecting and maintaining accurate information in Raisers Edge and event preparation. This position will excel at problem solving decision making and understand the importance of handling confidential information.

At Westminster College we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students we do this by providing realworld handson learning opportunities small class sizes and talented professors dedicated to the individual. Our employees often remark that our tightknit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

Essential Functions:

Schedule appointments and follows ups while keeping the Institutional Advancement office informed on upcoming events

Assist with tracking projects and fundraising initiatives for the Institutional Advancement Office

Assists in the communication with donors alumni volunteer members retirees and faculty and staff

Manages incoming and outgoing correspondence and messages accurately and in a timely manner

Assists in preparing mailing lists and labels for special events and/or campaigns

Works closely with the marketing department for event invitations newsletters and all outgoing letters

Responsible for personalized handwritten communications to alumni on a daily and monthly basis including sending out appropriate gifts birthday cards and condolence communications

Creates maintains and searches databases and uses data to produce lists mailing labels and letters

Acts as the administrative contact for volunteers trustees and major accounts while having a positive and professional demeanor

Uphold positive relationships with campus staff faculty leadership students and alumni

Interact with faculty and staff regarding the usage of the donor database ensuring that accurate information is maintained

Assists with gift entry and Member Solutions

Conducts Donor research wealth screenings and Stewardship activities

Assistant with event preparation registration lists coordinating with vendors tracking RSVPs and follow up tasks

Enter and track purchasing orders for the Institutional Advancement Office to ensure invoices are paid in a timely manner

Reconcile bank statements each month and maintain accurate records of receipts

Work closely with Student Ambassadors for campus events

Organize travel for the Development staff

JOB REQUIREMENTS:

Education: High School Diploma or equivalent and commiserate experience required bachelors degree preferred.

Experience: Two years or more of experience in administrative support is preferred.

Skills: Excellent written and verbal communication skills editing and proofreading skills high level of competency in Microsoft Office. Attention to detail and strong data entry skills. Must be highly organized project oriented and the ability to multitask. Experience with Raisers Edge or another similar database is a plus.

Benefits:

• Medical dental and vision options
• Health Savings Account and/or Flex Spending Account
• Supplemental options: Shortterm disability Hospitalization Accident and Critical Illness
• Standalone EAP program
• Life AD&D and longterm disability
• Retirement 403(b) plan
• Tuition remission or exchange programs
• Sick and Vacation time
• Paid Holidays 15 each year)

Review of applications will begin immediately and will continue until the position is filled or the search is closed.

Westminster College encourages and gives full consideration to all applicants for admission financial aid and employment. The College does not discriminate in access to treatment of or employment in its programs and activities on the basis of race color age religion sex gender sexual orientation gender identity or expression national or ethnic origin citizenship veteran status marital status disability or genetic information.

Inquiries about compliance with this prohibition should be directed to:

Associate Vice President & Chief HR Officer/Title IX Coordinator

501 Westminster Ave Washington West 2nd floor

Fulton MO 65251