Administrative Assistant, Development

POSITION TITLE/DEPARTMENT

Administrative Assistant

Development

CLASSIFICATION/GRADE/SALARY RANGE

Full-time, Non-Exempt

GENERAL SUMMARY

The Administrative Assistant provides administrative, secretarial, clerical and data entry support to the Vice President, Development, fundraising staff and general support for the Development Department. The Administrative Assistant is an integral member of the Development Team and supports the Department’s internal and external objectives while operating in a dynamic, fast-paced environment. Performs related work as required. 

ESSENTIAL FUNCTIONS

  • Provide general administrative support to the Vice President and the Development team, such as
  • Respond appropriately to phone calls and correspondence, and provide primary departmental phone coverage
  • Distribute daily departmental mail and assist as directed in opening and sorting gifts and payments
  • Maintain day-to-day calendar coordination, including scheduling all aspects of internal and external meetings (e.g., conference room bookings, arrangements for food service)
  • Prepare travel requests and expense reports for the VP and other gift officers
  • Perform ad hoc activities as assigned by designated supervisor
  • Perform activities that contribute to the efficient operation of the Department
  • Submit requisitions and other documentation into online purchasing system
  • Collect and distribute paychecks
  • Monitor, organize and maintain office supplies
  • Submit work orders (e.g., facilities maintenance) as needed Participate as an essential member of the Development Team
  • Serve as a central coordination contact for development activities; this includes information collection from internal/external stakeholders and collaborating to produce an accurate work product
  • Assist with mailings (including letters and invitation), mail merges and other printing jobs
  • Assist as needed in the planning and execution of events
  • Update Raiser’s Edge database information, including contacts made by Development staff and importing information from excel worksheets
  • Maintain donor files and other office records
  • Prepare statistical reports in Excel, prepare/summarize agenda meeting minutes, and maintain organized files in SharePoint

QUALIFICATIONS

  • High school diploma required
  • Three (3) years or more of previous experience working in an administrative or comparable professional position
  • Experience working in a Development department, preferred
  • Experience with SharePoint
  • Computer competency with proficiency in Microsoft Word, Excel, Outlook, and database management
  • Strong organizational and conceptual skills, with an eye for detail
  • Strong written and verbal communication skills
  • Strong prioritization and project management skills; able to manage multiple projects simultaneously with demanding timeframes. Must be able to work well under pressure.
  • Ability to work in a fast-paced environment
  • People-centric and able to work with/on teams in a collegial fashion
  • Self-starter and able to work independently with minimal oversight
  • Discretion in handling confidential information
  • Availability to provide support outside of standard offices hours, including evenings and weekends

If you are interested in applying for this position, please do so online by close of business day, December 29, 2017. 

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