Position Title: Administrative Assistant
Department: Office of Institutional Planning & Development
Reports To: Vice President of Institutional Planning and Development
Date Prepared: 02/2017
The Administrative Assistant holds a vital position in the Development Office. This full-time clerical position supports all aspects of the development program and provides critical assistance for all operational and resource development functions, tasks and events.
This individual must be technically proficient in database management, Internet research skills, and in the use of Microsoft Office products. Further, s/he must be flexible, able to organize and prioritize assignments, work independently with minimal supervision, and possess experience working in a team environment. Finally, this individual must exhibit high professional and ethical standards when handling sensitive/confidential information and conversations, and exercise tact and diplomacy when interacting with all levels of internal management, staff, and others.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Assist the development staff in the execution of special events and campaigns for the College (i.e., homecoming, annual fund Campaign, church campaign, and alumni campaigns)
- Handle purchase orders, travel and hotel reservations and keep accurate records of expenses.
- Conduct research and gather documentation in order to compile comprehensive reports on corporations, foundations, individuals, alumni and other prospects.
- Initiate inter-departmental contacts as required.
- Assist with overflow work as needed.
- Answer multi-line phones, screen calls, manage calendars and make travel, meeting and event arrangements.
- Maintain guest lists, gather and prepare registration materials and other duties as assigned for fund-raising events.
- Handle all administrative details associated with committee meetings (i.e. prepare and distribute notices, agendas, minutes, etc.).
- Assemble donor/informational kits for events and meetings.
- Use Microsoft PowerPoint and other software to create internal and external presentations.
- Compose routine correspondence, proofread letters, documents and memos.
- Other duties as assigned.
EDUCATION: Minimum requirements include a high school diploma or GED. Associate’s degree or evidence of some college credits, preferred.
- Minimum of three years of clerical experience in an office setting.
- Experience with database systems highly desirable.
- · Behave Ethically: Understand ethical behavior and business practices and ensure your own behavior is consistent with these standards and align with the values of the organization.
- · Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
- · Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
- · Focus on Donor /Staff Needs: Anticipate, understand, and respond to the needs of donors, staff and others to meet or exceed their expectations within the organizational parameters.
- · Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.