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Position Information

Position Title Administrative Assistant II, Donor Relations

FLSA Non-Exempt

Primary Responsibilities

Position Summary

Under the supervision of the director of donor relations, the administrative assistant provides administrative, secretarial and clerical support of the donor relations department in a highly confidential environment. This person manages and completes a diverse range of complex tasks with minimal supervision. The work requires excellent communication skills, organization and collaboration with offices across campus, including the President’s Office, Dean’s Office, Center for International and Intercultural Studies, Career Services, Business Office, University Communications, Student Life and Financial Aid, to gather information, steward funds, and communicate with colleagues and donors. The administrative assistant creates and maintains physical files as well as electronic records for each named fund in the database; coordinates printing of annual scholarship, endowment letters, and other stewardship correspondence; and responds to requests from major donors, trustees, and colleagues.

Duties/Responsibilities:

Stewardship Project Management [80%]

• Process gift agreements for $100,000 and up – finalize gift documentation and set up new records and files.

• Create and maintain various donor lists, fund spreadsheets, etc., for use with other staff and offices.

• Create customized mailings and program materials for special events, student programs, and announcements.

• Build out and maintain named fund records electronically in The Raiser’s Edge database and create permanent fund files.

• Prepare an annual spreadsheet for Financial Aid of named scholarships, which provides approximately $8 million annually to support students’ financial aid packages.

• Maintain relationships between donors, named fund records, and recipients in The Raiser’s Edge database.

• Create action records for all mailings on the named fund record and the records of the donors and recipients.

• Import the book and market values of endowed funds quarterly.

• Collaborate with the major gift team to make sure all funds are fully funded for the following fiscal year.

• Collaborate with the business office in monthly meetings.

• Manage the annual endowment reporting process by gathering financial and program-based information to share with donors and prepare and mail annual reporting packets.

• Prepare monthly gift acknowledgements.

• Mail tribute letters monthly and prepare a list for the website quarterly.

• Help support special giving societies that may emerge during capital campaign

• Maintain the Mapping Laurentian Legacy ( MLL ) website (named space inventory and campus map) in collaboration with other staff members.

General office support [20%]

Participate in the creation and documenting of new processes, updating/streamlining existing processes, and ensuring information is entered consistently using the capabilities of The Raiser’s Edge software.

• Monitor department budget and expenditures.

• Work with finance and purchasing to set up requisitions and purchase orders, request checks to pay vendors, and process credit card charges for events.

• Supervise student office workers and approve timesheets.

• Schedule department meetings including reserving rooms and managing the department

operations schedule.

• Maintain an inventory of office supplies and marketing materials. Produce department statistics annually.

• Create and circulate itineraries for staff travel.

Perform other duties as assigned or requested.

Minimum Qualifications

 High school diploma (or equivalent) required. Associate’s degree or higher strongly preferred. Minimum of three years related work experience required. An equivalent combination of education and experience of at least three to five years will be considered.

 Ability to work independently and prioritize tasks.

 Strong organizational skills, the ability to handle multiple tasks, and independent decision-making and problem-solving skills.

 Ability to manage student workers.

 Meticulous attention to detail and sensitivity to confidential information.

 Demonstrated proficiency in Microsoft Word, Outlook, and Excel, and exposure to relational databases. Experience with database entry and The Raiser’s Edge preferred.

 Strong communication and interpersonal skills and a high degree of professionalism.

Preferred Qualifications

Salary $18.84 - $25.94/hr. CSEA Level 16. The actual compensation will be determined based on experience and other factors permitted by law.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Detail Information

Posting Number ST01285

Desired Start Date

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Please complete the on-line application form and provide a minimum of three professional references with names and phone numbers. Upload a resume and cover letter in the “Applicant Documents” section of the application.

All offers of employment are contingent upon successful completion of a background check (including criminal record)

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents