Advancement Office Administrative Assistant

Advancement Office Administrative Assistant

Job ID#:22-0920
Department:President's Office
Job Type:Staff
Job Status:Full-time
Date Posted:09/20/2022
Desired fill date: Open until filled
Reports to:VP for Advancement & Alumni Relations
Supervision required:No

Job Summary

Reporting to the Vice President of Advancement of Advancement, the administrative assistant will have responsibilities ranging from routine office work including administrative support for our Board of Trustees to alumni and outreach events and activities.  This position requires someone who can anticipate the needs of the Vice President of Advancement and the Board of Trustees and is capable of working on several projects simultaneously, sometimes under deadlines and be able to efficiently prioritize workloads while working with minimal supervision.

Essential Responsibilities

  • Provides administrative and general office management support to the VP for Advancement.
  • Provides secretarial and office support including but not limited to typing general correspondence, answering telephones, coordinating calendars and appointments, coordinating travel arrangements for VP for Advancement, routing mail, and organizing and maintaining files.
  • Supports the Board of Trustees and serves as the key liaison for the College with the Trustees along with the President of the College
  • Receives and processes donations.
  • Investigates and compiles requested information.
  • Prepares forms, documents, charts, and reports.
  • Communicates frequently with alumni, friends, donors of the College and provides logistics support for alumni and fundraising events.
  • Composes routine correspondence, proofs and prepares correspondence for signatures.
  • Assists in preparation of bulk and special mailings.
  • Coordinates work assignments to ensure all deadlines are met.
  • Works to broaden the Colleges audience and expand the base of financial support through a personable and friendly customer service attitude.
  • Helps track grants from authorization to completion.   Keeps the project files and portfolio updated.
  • Assists with administrative details affiliated with fundraising and special events.
  • Assists with the donor development database management and data entry including donor identification and tracking, donor cultivation and solicitation, recognition, stewardship, and donor acknowledgements.
  • Assists with the management of logistical and hospitality needs of fundraising and outreach activities.
  • Handles arrangements and materials necessary for board meetings and takes and drafts board minutes.
  • Assists with educational outreach activities and presentations
  • Adheres to all organizational policies and procedures.
  • Maintains an in-depth knowledge of Prescott College priorities and needs.
  • Performs related work and other duties as assigned and required.

Education and Experience

  • Bachelor’s Degree
  • A minimum of three years of administrative experience
  • Knowledge of standardized office practices, procedures and rules, basic data keeping.
  • Competent working knowledge of standard office equipment and the use of Microsoft office software including but not limited to Word, Excel, Outlook, and/or other comparable software.
  • Competent typing skills.
  • Knowledge of or willingness to learn data management programs.
  • Strong organizational, administrative and customer service skills.
  • Effective oral, verbal, and written skills.
  • Ability to prioritize work and successfully meet deadlines.
  • Ability to operate under pressure with minimal supervision.
  • Desire to implement the mission and vision of Prescott College.