Assistant to the Vice President for Advancement

Assistant to the Vice President for Advancement
Department: Advancement
Reports To: Vice President for Advancement

Albertus Magnus College:
Founded in 1925, Albertus Magnus College has thrived through the dedication of individuals across academic and administrative roles, all committed to advancing the College’s mission and upholding the four pillars of the Dominican Tradition: Study, Prayer, Community, and Service. Today, Albertus Magnus stands as a vibrant example of modern higher education. 

Position Summary
The Assistant to the Vice President for Advancement plays a critical role in ensuring the efficient operation of the Office of Advancement and providing essential executive-level support to the Vice President (VPA). As the department’s first point of contact, the Assistant delivers a professional, service-oriented experience to all stakeholders. Working closely with the Director of Advancement Operations, this role also coordinates office management and supports advancement services, including prospect research, gift processing, and maintaining data integrity in the College’s CRM system. The Administrative Assistant is key to driving operational excellence and empowering the Advancement team to strengthen relationships and accelerate the College’s philanthropic success.

Essential Duties and Responsibilities
Administrative Support

• Schedules and manages the Vice President for Advancement’s calendar, including prioritizing and resolving related conflicts and competing demands. 
• Provide day-to-day administrative support to the VPA, including meeting preparation, meeting notes, travel coordination, and correspondence.
• Support Board of Trustees engagement efforts by managing Advancement-related Board meeting logistics, preparing agendas and background materials, and documenting minutes and follow-ups for Board-level advancement committees.
• Coordinate key projects and strategic initiatives on behalf of the VPA by managing timelines, tracking progress, facilitating cross-departmental communication, and ensuring timely completion of deliverables.
• Provide assistance to the Office of the President as requested

Office Operations

• Answer the main Advancement phone line and manage department email accounts; route inquiries appropriately and ensure timely follow-up.
• Monitor departmental budgets; process invoices, purchase orders, and expense reimbursements
• Serve as the point person for all office supplies, equipment, and work orders
• Manage RSVPs, create and print nametags, and provide on-site event support as needed.
• Coordinate logistics for small events and meetings, working with internal teams and external vendors
• Oversee in-house mailings, including sympathy, birthday, and stewardship cards. Collaborate with Advancement staff to prepare mail merges.

Advancement Services

• Utilize Slate CRM and research tools to perform basic prospect research on individual donors, corporations, and foundations, including but not limited to biographical information, contact information, and capacity ratings.
• Serve as backup for gift processing and assist in the generation of timely and accurate gift receipts and acknowledgments
• Perform accurate and timely data entry in the College's CRM system, Slate.
• Other duties as assigned by the Vice President for Advancemen

Qualifications and Education:

• Associate’s degree required; Bachelor’s degree preferred.
• Minimum of 2 years of administrative or office support experience, preferably in higher education, fundraising, or a nonprofit setting.

Knowledge/Skills/Abilities:

• Excellent written and verbal communication skills as well as strong interpersonal communi