|Description of Key Responsibilities|
1. Support the Assistant Vice President for Institutional Advancement with daily operations pertaining to fundraising and alumni engagement initiatives. These duties include, but are not limited to, staffing the office to cover departmental phones and email accounts, scheduling meetings, preparing agendas, taking minutes, compiling and preparing reports, website management, making travel arrangements and preparing expense reports.
2. Collaborate with department leadership to maintain the annual solicitation and engagement sequence. Initiate the preparation process for routine correspondence and solicitations, including typed materials and mail merges of letters and envelopes.
3. Prepare materials and maintain confidential files for tasks related to the Board of Trustees and Board of Trustee Associates. Specifically assist with the preparation for the College’s Institutional Advancement Committee, Committee on Trusteeship and Brilliant Future Campaign Steering Committee. Collaborate with the Executive Assistant to the President and Board of Trustees to ensure all meeting materials and documentation is captured in the Board’s online portal.
4. Produce and analyze reports for the management of the fundraising and alumni engagement team. Develop and maintain a Development and Alumni Engagement dashboard, using established metrics and key performance indicators, which inform strategy for the department and demonstrate progress to annual goals.
5. Support established relationship management processes for the department by developing donor profiles, and other relevant reports that ensures successful fundraising visits for the department. Transcribe/complete call reports for the Assistant Vice President for Institutional Advancement Responsible for tracking fundraising and engagement activity of the Assistant Vice President’s in the College’s database and support individual donor follow up for future visits.
6. Responsible for budget tracking and analysis. Maintain itemized budget information for Capital Campaign, Development, Alumni Engagement, Corporate Relations and Planned Giving accounts and reconcile all expenses with the Business Office for proper account allocation. Provide monthly budget analysis reports that track trends in departmental expense. Make recommendations to department directors for budget strategies that maximize the impact of College resource investments/allocations and take into account cost savings measures.
7. Responsible for the preparation of Institutional Advancement reports, including audio/visual presentations to the Board of Trustees, Institutional Advancement Committee, Presidents Club events and other meetings as assigned. Work independently to assess needs of each meeting or event and direct staff as required to produce reports, provide information and other critical information that may be required. Ensure the delivery of high-level reports, analysis and execution of executive level presentations.
8. Maintain calendar, reservation requests and monitor hospitality supplies for the College’s historic A.A. Smith House. Evaluate properties physical condition on a regular basis and submit any required maintenance or cleaning requests in a timely manner. Independently determine what’s needed to keep the properties in appropriate working order (i.e., appearance, physical condition, etc.).
9. Collaborate with other executive assistants across campus to support broad departmental and institutional success. Serve as back-up administrative support person for Executive Assistant to the President and Board of Trustees as needed or assigned. Additionally, provide assistance as requested for the College’s President Emeritus.
10. Responsible for maintaining departmental policy and procedure documents and the onboarding/training of new departmental employees. Regularly review policies and procedures and ensure that all documents accurately reflect current business practices. Work with the Assistant Vice President and departmental directors to continually improve policies and procedures that ensure best practices and efficiencies throughout the department, which result in meeting annual and strategic goals.
11. Within general procedures established by the Assistant Vice President, exercise discretion in responding to routine and non-routine questions regarding donors, prospective donors, mailings and other internal and external questions concerning Institutional Advancement activities.
12. Perform other related duties as assigned.
|Required Knowledge, Skills and Abilities|
1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, general identity, sexual orientation, age, mental or physical disability, and religious backgrounds of all students, faculty, staff, alumni, donor and friends of the College and our community.
2. Knowledge of and ability to effectively use the most advanced version of the Microsoft Office suite (word processing, spreadsheet, and database software), administrative computing systems and content management system software for webpage development and maintenance. This includes a willingness to explore new technological solutions to office needs and to anticipate new ways of supporting strategic goals.
3. Ability to accurately process and organize then present large amounts of information and data within prescribed time frames.
4. Ability to deal with a number of tasks concurrently, in an environment when interruptions are routinely experienced, at times without direct supervision. This requires a person who is well organized, detail oriented, flexible and able to efficiently establish priorities.
5. Knowledge of or the ability to quickly grasp and articulate the College’s mission, organization and operation, performance, expectations and culture.
6. Ability to consistently demonstrate excellent customer service and interpersonal skills in dealing with persons both internal and external to the College, both in person, electronically, and on the telephone. Ability to work effectively as a member of a staff where cooperation and team work are essential.
7. Ability to prepare reports which are accurate, thorough yet concise, and professionally formatted, including the application of mathematical skills necessary for compiling, summarizing and analyzing data.
8. Ability to attain and maintain expert level knowledge in College enterprise resources software programs, e.g. (Colleague Advancement, Informer, Keynote/PowerPoint, Constant Contact, Merlin, Adobe Creative Suite (InDesign, Illustrator and Photoshop).
9. Ability to communicate in the English language, both orally and in writing, in a manner, which will reflect positively on the College.
10. Ability to work effectively on several projects concurrently, each involving different staff members and different degrees of urgency. This requires an individual who is positive, well organized, detail-orientated, flexible, and able to assign priorities properly, often under the pressure of critically important deadlines and at times without direct supervision.
11. Ability to demonstrate consistently outstanding interpersonal skills in dealing with persons both internal and external to the College.
12. Ability, and inclination, to exercise discretion with regard to personal and confidential information.
13. Demonstrate civil and inclusive behavior when interacting with staff, faculty, student and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
This position will provide executive-level administrative and business process support to the Assistant Vice President for Institutional Advancement. In addition to performing a broad range of clerical and operational support duties, the Executive Assistant will be tasked with overseeing daily departmental operations for the Office of Development and Alumni Engagement that support the College’s fundraising and engagement initiatives. The nature of this position requires someone who is positive, flexible, detail orientated, inquisitive and one who understands and values the importance of investing in, building and maintaining relationships with College constituents.
The Executive Assistant will participate in board-related activities for the College’s Board of Trustees and Board of Trustee Associates; including scheduling meetings, the preparation of reports and presentations, taking meeting minutes, providing meeting logistic support, data analysis and follow up. They will assist with budget management, maintain various departmental policy and procedure manuals, develop and edit business documents such as, call reports, solicitation and stewardship letters, statistical reports, develop donor profiles, solicitation proposals and other correspondence as assigned. Additionally, this position will support the Assistant Vice President in managing and maintaining their schedule as well as making travel arrangements when needed.
This position is privy to a great deal of personal and confidential information; the exercise of a high degree of discretion and superior attention to detail is essential and required. This role will also require the application of several types of skills, including project management, independent direction on assigned tasks, use of technology as well as interpersonal skills involved in maintaining positive long-term relationships with alumni, donors and members of the community at large. Evening and weekend availability is required periodically through the fiscal year.