Administrative Assistant II - Development

Job Summary/Basic Function:

To support senior level positions in College Relations, including the Associate Vice President for Development, Associate Vice President for Campus & Community Relations, Associate Vice President for Advancement Operations, Associate Vice President of Engagement, Director of Principal Gifts, Director of Corporate and Foundation Relations, and Campaign Director with the day-to-day functioning of the offices which includes a variety of duties associated with the fundraising and engagement work of the college. This role will also provide intermittent administrative support to the Research and Prospect Management Team in College Relations and will report directly to the Campaign Director.

Minimum Qualifications: HS/GED; Minimum of three years of experience with demonstrated advanced computer skills and recent experience with Microsoft Word, Excel and PowerPoint is required. Must be organized and able to manage multiple projects simultaneously.

Preferred Qualifications: Relevant educational or work experience

Knowledge, Skills, & Training:

• Significant experience using MS Office software
• High degree of comfort with information technology and learning new software
• Experience with customer relationship management software, or demonstrated ability and interest to learn new software
• Organizational and planning skills
• Information gathering and information monitoring skills
• Problem and data analysis skills
• Judgment and decision-making ability as it pertains to prioritizing and being able to work without close supervision
• Initiative and self-motivation
• Understanding of and adherence to confidentiality standards
• Attention to detail and accuracy
• Flexibility and adaptability
• Managing and coordinating calendars experience preferred
• Excellent oral and written communication skills
• Willingness to accept additional assignments and assist other team members as necessary
• Strong internal and external customer service approach

JOB DUTIES

1. Ensure the completion and quality of a broad variety of administrative tasks for the senior level positions outlined above and the Research and Prospect Management Team.

• Coordinate and manage calendars and travel arrangements.
• Schedule meetings and manage logistics for in-person and teleconferences.
• Manage invoices, expense reports and reimbursements. Manage office supplies.
• Ensure accurate data entry and filing.
• As time permits, support the work of other offices within College Relations.
• Manage student employee, if one is working with our department during a given semester.

2. Facilitate key communications support with internal and external constituents for the senior level positions outlined above.

• Provide administrative support creating, formatting, and reviewing correspondence, invitations, presentations, and proposals.
• Respond to routine donor questions and inquiries via email, phone, mail.
• Coordinate interview schedules and communicate travel and meeting locations with job candidates.
• Track event RSVPs, follow-up surveys/feedback, and other data for various needs.

3. Assist with data entry for the senior level positions outlined above and the Research and Prospect Management teams.

• Run various reports and queries from the CRM database as requested.
• Enter interactions and contact reports.

4. Coordinate College Relations budget reporting and updates with the Associate Vice President for Advancement Operations.

• In coordination with the Associate Vice President of Advancement Operations, who is responsible for the quarterly budget review process, assist with answering general budget questions, monitor monthly budget details for development and campus & community relations and submit monthly financial details.

5. Assist with special projects throughout College Relations.

• Provide event management support, including venue coordination and logistics, for various virtual and in-person Campaign and other special events such as roundtables, dinners and departmental gatherings/workshops.
• Manage all CRM processes related to event planning, including setting up event records, tracking registrations, creating CRM email messages and packages, sending event invitations, creating follow-up lists to non-respondents and registrants, creating and sending BBIS emails and requesting and managing lists.

Don't feel like your experience aligns perfectly with this job's qualifications? If you have a strong interest in this work and its subject matter and feel like you could make a significant contribution to it, please apply anyway.

Working Conditions

Normal office environment. Occasional evening/weekend work may be required for special events.

As a part of your application materials, a resume and cover letter are required. Information about how to submit the application documents can be found at https://employment.davidson.edu