Administrative Assistant And Database Manager

GENERAL SUMMARY: The Administrative Assistant and Database Manager is responsible for providing support in a shared services environment, with moderate supervision. The incumbent handles various clerical and administrative management tasks with the utmost confidentiality and attention to detail. The Administrative Assistant will be the primary contact point for all visitors and callers. Maintain data in eTapestry, Constant Contact, Foundation Search, etc. Manage donor records, major gift fundraising files, and prospect research reports. Within the scope of the role, work is performed to a large extent with personal responsibility within established guidelines or procedures. The Administrative Assistant and Database Manager is expected to require minor corrections concerning the work product. ESSENTIAL JOB FUNCTIONS
Ensure timely processing of official documents, forms, and requests.
Assist staff in the specified unit with the preparation and compilation of presentation materials including PowerPoint presentations, Board Reports, grant proposals, and unit promotional materials.
Record and transcribe minutes for meetings related to the specified unit. Maintain filing systems, both electronic and paper.
Type short memorandums, letters, reports, meeting agendas, and prepare packets for meetings.
Ensure the publication, update, and distribution of the unit Directory. Assist with preparation of presentations.
Assist the unit staff at special programs and events.
Ensures timely and effective processing of requisitions, travel authorizations, payroll, timesheets, and transaction forms. Work as part of a team to support, encourage, and facilitate the cultivation, solicitation, and stewardship of current and prospective donors, to maximize the financial support for university priorities.
Maintain the overall quality and integrity of the eTapestry database, including working with Blackbaud support staff to troubleshoot problems with the database and staying current with updates to the system.
Maintain highly accurate and current donor data that effectively track key information, cultivation activities and histories, and solicitation and reporting calendars. Establish and maintain best practices and procedures for databases.
Prepare monthly and quarterly revenue reports, weekly report recaps, and reports for the Cabinet, Development Committee, and Board of Trustees.
Reconcile gifts with the Finance Department. Support the Finance Department with the annual audit.
Respond to requests from other Development and executive staff for updates to the database and fundraising reports.
Create and generate various financial and dashboard reports for the Development Department, as well as other staff. Generate various mailing lists for the Development Department and other staff. Generate timely acknowledgment letters to donors (within 48 hours of receipt of gift)
Establish and codify database best practices.
Work effectively as a member of multiple project teams. Follow a strict code of confidentiality.
Perform other related duties assigned.
REQUIRED QUALIFICATIONS Education, Training and/or Experience
Bachelor's degree from a regionally accredited college or university. Knowledge, Skills and Abilities (KSAs):
Five or more years of experience with eTapestry or similar donor databases
Organized and detail-and-deadline-oriented
Experienced in establishing and institutionalizing donor database best practices
Knowledge of and ability to create fundraising reports
A self-starter with the ability to take initiative, work independently, and be accountable
Must be able to handle sensitive and confidential information.
Proficient use of Microsoft Suite including Outlook, Word, Excel, PowerPoint, and Publisher.
Demonstrated meticulous attention to detail. Knowledge of general office equipment.
Accurate typing and data entry skills.
Demonstrated ability to produce written reports using proper English grammar and punctuation. Exceptional organizational, multi-tasking, and analytical skills.
Ability to set priorities among duties.
Excellent written and oral skills
Demonstrated impeccable customer service skills. Knowledge of efficient and effective office organization.
APPLICATION INSTRUCTIONS Please submit a letter of interest detailing relevant experience, contact information (name, phone number, and email) for three professional references, and your CV/resumè to careers@ew.edu.