Admin Specialist
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Job Location:
Worcester, MA - USA
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
JOB TITLE
Admin SpecialistLOCATION
WorcesterDEPARTMENT NAME
University Advancement - FundraisingDIVISION NAME
Worcester Polytechnic Institute - WPIJOB DESCRIPTION SUMMARY
The Administrative Specialist provides high-level administrative operational and project support to the AVP for Advancement and the AVP for Development Communications & Strategy to advance fundraising stewardship and communications goals. This role helps ensure coordinated execution of fundraising donor communications engagement initiatives and strategic advancement addition this position provides administrative and logistical support for key advancement committees and volunteer leadership groups. It also supports special projects events and strategic initiatives that advance institutional priorities.JOB DESCRIPTION
Executive Calendar & Meeting Management
- Manage complex calendars for the AVP Advancement and AVP Development Communications & Strategy including prioritization sequencing and conflict resolution.
- Coordinate internal and external meetings including donor meetings strategy sessions board briefings and campaign discussions.
- Prepare meeting agendas compile briefing materials and assemble background research in advance of meetings.
- Draft correspondence meeting summaries and follow up communications as needed.
- Coordinate logistics for internal and external meetings including room reservations virtual meeting links materials distribution and meeting preparation.
- Maintain organized records of meetings key decisions and action items to support executive workflow and accountability.
- Assist in preparing weekly or monthly executive briefing materials summarizing upcoming meetings priorities and key initiatives.
- Help manage competing priorities and ensure timely preparation of materials required for meetings travel donor visits and leadership briefings.
Executive Operations Travel & Financial Administration
- Coordinate all travel logistics including itineraries accommodations transportation and meeting scheduling aligned with travel.
- Prepare travel briefing materials including meeting schedules participant background information and logistics.
- Process and reconcile expenses PCard transactions reimbursements and invoices in accordance with institutional policy.
- Support budget tracking and reporting for the AVP offices including monitoring expenses and preparing summaries as needed.
- Maintain organized systems for contracts proposals and executive documentation.
- Serve as an administrative coordination point between the AVP offices and other Advancement teams including Development Officers Advancement Operations Alumni Engagement and Communications.
- Assist with procurement processes vendor coordination and payment tracking related to office activities.
- Handle confidential donor information financial data and executive communications with discretion and professionalism.
Reporting Research & Executive Presentation Development
- Prepare reports dashboards and summary materials to support pipeline reviews fundraising/communications strategy discussions and leadership updates.
- Conduct background research and compile prospect or meeting briefings to support proposal development and/or prospect meetings.
- Develop and format PowerPoint presentations and board-ready materials for internal and external meetings.
- Compile and analyze data from Salesforce and other systems to support strategic analysis and campaign tracking.
- Assist with preparation of leadership reports briefing books and campaign updates.
- Support the preparation of internal presentations strategy documents and briefing materials for executive leadership and trustees.
- Maintain organized repositories of reports data summaries and presentation materials for ongoing use.
Donor & Prospect Engagement Support
- Support preparation and formatting of proposals concept papers and other advancement related materials.
- Assist with tracking donor interactions meeting outcomes and follow up actions as directed.
- Coordinate with Advancement Operations to ensure donor meetings proposals and engagement activity are documented appropriately in Salesforce.
- Assist in preparing donor correspondence including thank you notes stewardship communications and follow up materials.
- Provide logistical support for advancement events involving the AVP offices including guest lists briefing materials and coordination with event teams.
- Support administrative coordination of campaign planning activities including preparation of campaign materials and leadership briefings.
Requirements
Education & Experience
- Associates degree required with a minimum of four years of progressively responsible administrative or executive support experience.
- Bachelors degree preferred with three to five years of relevant administrative or executive support experience ideally in higher education advancement or a similarly complex organizational environment. An equivalent combination of education and professional experience may be considered.
- Experience supporting senior leaders volunteers trustees or advisory boards strongly preferred.
- Advanced proficiency with Microsoft Office Suite including Outlook Word Excel and PowerPoint required.
- Demonstrated ability to exercise excellent judgment professionalism and discretion in handling highly confidential and sensitive information and in communicating with trustees senior leadership donors and other internal and external stakeholders.
- Exceptional organizational coordination and project management skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
- Ability to work independently communicate effectively with diverse internal and external constituents and operate accurately in a fast-paced environment.
- Demonstrated adaptability and eagerness to learn new technologies and business processes.
- Experience with Salesforce and/or Workday or other enterprise CRM or administrative systems preferred.
Hourly Rate:
The hourly rate for this position is between $23 .80 and $28.41 per hour depending on experience for a full-time schedule of 37.5 hours per week.
FLSA STATUS
United States of America (Non-Exempt)WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race color age religion sex sexual orientation gender identity national origin veteran statusor disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity collaboration inclusion problem solving innovation high performance and change is committed to maintaining a campus environment free of harassment and discrimination.
Required Experience:
IC
Key Skills
About Company
A WPI education has never been more relevant than it is today, because the demand for innovative thinkers who can solve problems on a global scale has never been greater.
