Administrative Assistant to the Vice President for Advancement

Essential Functions
Support for the Vice Presidents Work with Donors and Friends of the College Liaise with donors and friends of the College on behalf of the Vice President. Draft prepare and send communications to external audiences on behalf of the Vice President. Secure and schedule face-to-face meetings with donors and prospects for the Vice President. Coordinate travel arrangements for regional and out of state visits with donors and prospects. Perform data entry relating to donor relationships contacts with donors updated contact information etc. Prepare materials for the Vice President to assist in the identification cultivation solicitation and stewardship of major and principal gift prospects and donors. Gather information write edit proofread and format gift stewardship and solicitation materials including contact campus partners and students to gather narrative information access information using multiple software systems such as Banner Raisers Edge and AwardSpring and use Microsoft 365 and Adobe products to format and present information in clear and compelling ways. Plan events hosted by the Vice President including arranging logistics issuing invitations and managing RSVPs. Support the advancement activities of the President and other executive leaders as directed by the Vice President for Advancement. Administrative Support Serve as a confidential administrative assistant to the Vice President. Receive visitors phone calls and mail assess relative importance and refer to Vice President or other offices as appropriate; independently handle other matters as appropriate. Facilitate communication between the Vice President and key Advancement and College staff. Represent the Vice President within the campus community and provide interpretation of division policies or viewpoints. Schedule and maintain the Vice President appointment and travel calendars coordinating and making arrangements as necessary. Prepare confidential correspondence; compose prepare and distribute general correspondence external communications budgets minutes reports and other documents. Prepare staff recruitment hiring and personnel forms for the Vice Presidents signature. Work with professional staff to prepare correspondence for the Vice Presidents signature; review outgoing correspondence for correct grammar and spelling and draft letters when appropriate. Support personal and bulk correspondence by organizing mailings including creating mail merges preparing correspondence across all media etc. Establish and maintain accurate record keeping systems. Establish procedures for and interpret and apply administrative policies to the work of the unit. Support the effective operation of the office by contributing to the development of office policy and procedures; take responsibility for writing established procedures and maintaining office procedures manual; and lead implementation and compliance where appropriate. Plan and organize projects with follow-through to completion. Support internal and external meetings including booking spaces creating/disseminating agendas taking minutes and noting actions. Provide back-up support for the Board of Governors of the Foundation. Supervise temporary and student staff. Receive visitors phone calls emails and mail; assess relative importance refer as appropriate and independently handle other matters as needed. Provide coverage to the Advancement front desk when needed by answering phones greeting guests checking the departments email inbox. Other duties as assigned.

Minimum Qualifications
Four years of applicable office administrative support experience.