Staff Assistant

REPORTS TO: Director of Principal and Major Gifts

SCHEDULE: 37.5 hours/week, typical hours Monday - Friday, 8:30am - 5:00pm. Schedule may vary according to departmental and Academy needs. Schedule may vary according to departmental and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

BiWkly (Hourly)

Regular

Full-Time

Full year (52 weeks)

Staff

Major Gifts

Hybrid

Position Purpose

Primarily responsible for providing administrative and clerical support to the Major Gifts Office.

Job Responsibilities

• Ensures efficient and effective clerical/administrative support for the Major Gifts office.
• Provides administrative support for up to five Regional Directors of Major Gifts and the Director of Planned Giving including: calendar and travel arrangements, post-travel follow up and reports. Prepares expense reports and submits to Finance.
• Maintains office reports and works independently on projects assigned by the Regional Directors of Major Gifts.
• Creates detailed travel itineraries for Regional Directors of Major Gifts and Director of Planned Giving trips and helps coordinate Principal travel with the Regional Directors and Director of Planned Giving.
• Coordinates the production of correspondence, invitation lists, marketing materials, and other communication as needed for the Regional Directors of Major Gifts and Director of Planned Giving.
• Works with Advancement Operations to create, customize, and generate reports as needed.
• Works collaboratively with other Advancement staff to promote efficiencies and to develop and maintain respect and cooperation, providing colleagues with assistance as necessary.
• Prepares reports and information packets for soliciting major prospects.
• Drafts general correspondence and gift acknowledgements as requested.
• Files correspondence, screens telephone calls and processes mail.
• Sets up meetings (schedule, prepare agendas) and on-campus events with visiting alumni.
• Assists with planning and organizing off-site events of alumni/ae as necessary.
• Oversees the use and maintenance of Academy vehicles and coordinates with Student Activities for travel arrangements.
• Coordinates office communication with off-site officers while they are traveling.
• Assists with proofing, editing, writing, research and special projects as needed.
• Provides assistance and support during reunion weekends, ELW weekend and other Advancement events on campus as needed.
• Does data entry and portfolio updating as needed for the Regional Directors of Major Gifts and Director of Planned Giving.
• Works and coordinates with Senior Assistant on departmental organization and office management.
• Performs other duties as assigned.

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Demonstrated ability to make independent and coordinated decisions in a fast-paced environment and handle multiple priorities and deadlines.
• Excellent telephone and clerical skills.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.

• Proficient in MS Office.
• Experience using Blackbaud or similar CRM.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.

Direct/Indirect Reports

None.

Position Requirements

Education

• High school diploma or GED required.
• Bachelor’s degree preferred.

Experience

• 3 - 5 years’ clerical/administrative experience.
• Experience working with adolescents in an educational setting preferred.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).