Job Description

Department:

Major and Planned Giving

Pay Rate Type:

Hourly

Employee Type:

Job Summary:

The administrative assistant provides administrative and clerical support within the Division of College Advancement. This position will be cross-trained to support a variety of functions within the department. The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

Essential Functions

To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position.  This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.

• Perform data entry, record keeping, filing, and correction of alumni, parent, friend, foundation, and grant data in the Raiser’s Edge donor database; serve as a resource to train others on these functions

• Assist with preparing new fund request forms and gift entry forms, and ensure correspondence, reporting, and proposal records are maintained in database

• Research, prioritize, and follow up on incoming donor-related issues and concerns, including those of sensitive or confidential nature; determine appropriate course of action, referral, or response

• Support the recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangements

• Provide support for events, travel, meeting, and site visit arrangements for internal and external constituencies, including scheduling locations and catering, setting up for events, budgeting, and contract and travel arrangements

• Provide general back up support for other College Advancement administrative assistants as appropriate

• Reconcile travel receipts and documentation for monthly expense reports for major gift officers, leadership annual giving officers, and foundation / grants team

• Prepare, proofread, and print letters, emails, and other communications, including at times gathering information from campus partners for reports to donors or foundations

• Assist foundation and grants team with updating funding opportunities on Colby’s website, tracking upcoming deadlines for proposals and reporting, and sending reminders to principal investigators (usually Colby faculty) on reporting guidelines

• Assist in mailroom operations as needed, creating, printing, and posting a wide range of mailings, including acknowledgment letters

Position Qualifications

Minimum Qualifications:

Education and/or experience:

• High School diploma or equivalent required

• Professional coursework or post-secondary education preferred

• 1-3 years of administrative professional experience involving data entry, word processing, and computer system operations. Experience with Microsoft Office Suite preferred

Preferred Qualifications or Skills:Ability to quickly become proficient in the advancement database programs, as well as an interest and ability to learn other programs.

• Attention to detail and accuracy are critical

• Excellent interpersonal, communication, and organizational skills with a high level of motivation.

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.

• The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.

• There may be occurrences of employees,