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 Strategic Initiatives and Campaign Manager 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 Team in College Relations and will report directly to the Strategic Initiatives and Campaign Manager.

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 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 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, Strategic Initiatives and Campaign Manager, and the Research 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 Associate Vice President for Development, Associate Vice President for Campus & Community Relations, Associate Vice President of Engagement, Director of Principal Gifts, Director of Corporate and Foundation Relations, and Strategic Initiatives and Campaign Manager.

• Provide administrative support creating, formatting, and reviewing correspondence, invitations, presentations, and proposals. Includes seasonal mailing coordination and ongoing gift acknowledgments.

• Respond to routine donor questions and inquiries via email, phone, mail.

• Coordinate interview schedules and communicate travel and meeting locations with candidates.

3.Run routine and requested reports and assist with data entry for the Associate Vice President for Development, Associate Vice President for Campus & Community Relations, Associate Vice President of Engagement, Director of Principal Gifts, Director of Corporate and Foundation Relations, Strategic Initiatives and Campaign Manager and the Research team.

• Run various reports from the CRM database on a regular schedule and as requested.

• Produce comprehensive monthly team metrics reports.

• Enter interactions and contact reports.

• Run queries as requested to assist in prospect identification.

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

• Assist the Associate Vice President of Advancement Operations who is responsible for initiating quarterly budget review process. Effectively generate budget reports for all College Relations departments, formatting and distributing reports to appropriate directors for reviewing and adhering to strict deadlines for review.

• Monitor monthly budget details for development, research, campus & community relations and submit monthly financial details.

5.Assist with special projects throughout College Relations

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