Administrative Assistant for Institutional Advancement

Description

The Administrative Assistant is responsible for assisting the Office of Institutional Advancement in managing the daily affairs of the office. This position will provide a wide range of clerical duties such as answering phone calls, organizing files, providing excellent customer service, collecting and maintaining accurate information in Raisers Edge, and event preparation. This position will excel at problem solving, decision making and understand the importance of handling confidential information. 

At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

Requirements

Essential Functions:

The statements below are intended to describe the principal duties of the person or persons assigned to this job. They are not intended to be an exhaustive list of all job duties and responsibilities.

• Schedule appointments and follows ups while keeping the Institutional Advancement office informed on upcoming events
• Assist with tracking projects and fundraising initiatives for the Institutional Advancement Office
• Assists in the communication with donors, alumni, volunteer members, retirees, and faculty and staff
• Manages incoming and outgoing correspondence and messages accurately and in a timely manner
• Assists in preparing mailing lists and labels for special events and/or campaigns
• Works closely with the marketing department for event invitations, newsletters and all outgoing letters
• Responsible for personalized handwritten communications to alumni on a daily and monthly basis including sending out appropriate gifts, birthday cards, and condolence communications
• Creates, maintains and searches databases and uses data to produce lists, mailing labels, and letters
• Acts as the administrative contact for volunteers, trustees and major accounts while having a positive and professional demeanor
• Uphold positive relationships with campus staff, faculty, leadership, students and alumni
• Interact with faculty and staff regarding the usage of the donor database ensuring that accurate information is maintained
• Assists with gift entry and Member Solutions
• Conducts Donor research, wealth screenings and Stewardship activities
• Assistant with event preparation, registration lists, coordinating with vendors, tracking RSVPs and follow up tasks
• Enter and track purchasing orders for the Institutional Advancement Office to ensure invoices are paid in a timely manner
• Reconcile bank statements each month and maintain accurate records of receipts
• Work closely with Student Ambassadors for campus events
• Organize travel for the Development staff

Job Requirements:

Education: High School Diploma or equivalent and commiserate experience required, bachelor’s degree preferred. 

Experience: A minimum of three to five years’ experience in administrative support required, experience supporting a non-profit in development preferred. 

Skills: Excellent written and verbal communication skills, editing and proofreading skills, high level of competency in Microsoft Office. Attention to detail and strong data entry skills. Must be highly organized, project oriented and the ability to multi-task. Experience with Raiser’s Edge preferred. 

Review of applications will begin immediately and will continue until the position is filled or the search is closed.

Westminster College encourages and gives full consideration to all applicants for admission, financial aid, and employment. The College does not discriminate in access to, treatment of, or employment in, its programs and activities on the basis of race, color, age, religion, sex, gender, sexual orientation, gender identity or expression, national or ethnic origin, citizenship, veteran status, marital status, disability, or genetic information.

Inquiries about compliance with this prohibition should be directed to:

Associate Vice President & Chief HR Officer/Title IX Coordinator

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