Position Summary
DESCRIPTION:
Under the direction of the Vice President, performs highly responsible and complex administrative and secretarial work, exercising independent judgement in relieving the Vice President and Leadership Team of administrative detail; serves as initial point of contact for the Development Office; assists in the maintenance of a positive image of the College throughout the community; and handles a portfolio of special projects. Is committed to maintaining a positive and healthy office and team culture.
OUTCOMES:
The Department of Development operates efficiently and effectively. A well-maintained and organized Department serves the needs of the Division, the College, its constituents, and donors. The Vice President of Development and Leadership Team receive the administrative support that allows for a high level performance of all duties.
Essential Functions
- Supports the Vice President of Advancement and Leadership Team 40%
- Perform confidential interaction with major gift donors, prospects, and friends of the College.
- Create letters, briefings, itineraries, and other correspondence as needed.
- Schedule appointment, maintains daily calendar, and handles logistics for meetings.
- Work collaboratively with the administrative support staff in the President’s Office, other members of the President’s Cabinet, administrators, faculty and professional and support staff.
- Continuously enhances skills directly related to job responsibilities.
- Schedules visits with donors as needed by the Vice President and gift officers.
- Handles the Vice President’s expense reports
- Office Management 40%
- Maintain the departmental policies and procedures manual.
- Work with the Vice President to track and monitor department budget expenses and handles all check requests.
- Serve as the first point of communication for the Development Department; pro-actively answers and directs telephone inquiries and emails in a timely manner, and occasional receiving of in-person visitors to the department
- Manages the onboarding of new personnel and handles staff and office changes.
- Utilize the College administrative database to facilitate reports and follow-up actions.
- Manage the PCard process for the office.
- Prospect Visits and Event Scheduling 10%
- Schedule Department meetings
- Manage appointments and travel arrangements for gift officers.
- Special Projects 10%
- Prepare Board and Council meetings as needed by the Vice President.
- Provide logistical support for the Huber Foundation and other meetings.
Experience and Education Required
- Two year college diploma or equivalent; Bachelor’s degree preferred
- At least 3 to 5 years administrative/office management experience, preferably at a more senior level
Required Skills and Qualifications
- Ability to work cooperatively and relate to others; excellent interpersonal and communication skills
- Computer literacy and proficiency in MS Office; including efficient typing skills and proficiency in spreadsheet creation
- Excellent organizational skills
- Excellent verbal and written skills with the ability to effectively interact with a wide range of individuals, e.g., students, parents, staff, board members, executives, businesspersons, local government leaders, etc.
- Ability to work independently, organize tasks, prioritize, and meet deadlines
- Ability to maintain confidentiality