Administrative Assistant for Annual Giving and Reunion

Title: Administrative Assistant for Annual Giving and Reunion

Position Purpose:

The Administrative Assistant for Annual Giving and Reunion works as part of the Bates Fund team within College Advancement. The Administrative Assistant provides administrative support for activities that sustain the acquisition and retention of annual fund donors to the college. Some specific duties include organizing data for print mailings, keeping data current for donors, fielding phone calls from donors and volunteers, developing computer reports, manipulating spreadsheets and devising statistical summaries, and assisting in other administrative tasks as needed in the Annual Giving Office.

Job Duties:

• Coordinate Bates Fund print mailings with campus partners, including Bates Office of Communications and Post & Print.
• Coordinate and execute Bates Fund email solicitations across multiple platforms, including MailChimp, ThankView, and Gmail.
• Process Bates Fund gift acknowledgement letters for leadership annual donors on a weekly basis.
• Oversee the pulling and organization of solicitation lists for both print and email solicitations.
• Oversee the creation of monthly Annual Giving end of month reports.
• Provide support for Reunion registration customer service, data entry, and the preparation of Reunion Welcome Center materials.
• Partner with Annual Giving and Reunion staff to pull and organize data lists for both print and email communications.
• Manage fundraising data in Banner and on the Bates website, including volunteer activity and assignment updates, contact updates, and solicitor information.
• Process Annual Giving and Reunion staff travel expenses, reimbursement forms, and invoices.
• Answer the toll-free gift line and Annual Giving/Reunion shared email inboxes, providing excellent customer service and securing credit card gifts.
• Provide general Annual Giving and Reunion office support (scheduling meetings, ad hoc list pulling, ordering supplies etc.).
• As needed, support the Parent Giving and Engagement team with data pulls, prep, and email execution.
• Assist the Office of College Advancement as needed for events, mailings, etc.
• Maintain a thorough understanding of the college’s priorities and initiatives of the faculty and administration.
• Participate in departmental and professional training programs to increase expertise in the profession when appropriate.
• Adhere to departmental standards, policies, and procedures with respect to all aspects of his/her work.
  
  

Minimum Qualifications:

Education

• High School Diploma required.
• Associate Degree or higher preferred.
• Valid driver’s license required.

Experience

• 2+ years of office work experience preferred.
• Understanding of data and how to analyze for application and results preferred.

Skills and Knowledge

• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.
• Excellent communication (written, verbal, listening and presentation) skills.
• Impeccable discretion and ability to maintain confidentiality.
• Excellent customer service skills with the ability to remain composed, friendly, and demonstrate poise under stress.
• Excellent analytical and problem solving skills; high level of accuracy; ability to synthesize complex or diverse information.
• Ability to work independently and handle multiple priorities with minimal supervision.
• Demonstrates initiative.
• Ability to manage multiple projects at once in a deadline driven, goal oriented, fast-paced environment.
• Strong analytical skills and experience working with complex data sets.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Must be flexible, collaborative and have a positive attitude.
• Keen attention to detail necessary for successful documentation, planning, and execution.
• Proficiency in data management systems, mail merges, statistics and basic computer applications (e.g.,Word, Excel, PowerPoint).
• Willingness and ability to learn additional applications as needed.
• Creative, flexible and a sense of humor.
• Ability and willingness to travel (by car, air, train, or bus) domestically as needed.
• Ability and willingness to work weekends, evenings, and other non-traditional schedules.
• Develops a thorough knowledge of Bates history, academic, extracurricular and athletic programs, and its faculty, students and admin