What are the responsibilities and job description for the Administrative Assistant to the VP for Advancement position at Christian Theological Seminary Inc.?
Department : Advancement
Reports to : Vice President for Advancement
Classification : Full-time, Hourly, Non-Exempt, 37.5-hour workweek; On-site
ABOUT CHRISTIAN THEOLOGICAL SEMINARY
Christian Theological Seminary (CTS) is in the early stages of planning its next comprehensive campaign, the first in over a decade. Under the leadership of President David Mellott, PhD and Vice President Kristin Champa, DMA, the institution is excited to unveil its ambitious and forward-looking vision for excellence in four main areas : the School of Theology, the School of Counseling, the CTS Counseling Center, and the Faith & Action Project. CTS is poised for a dramatic new chapter in its storied history that lives its values and commits to transforming lives and the world. The Administrative Assistant to the VP for Advancement will play an essential role in the campaign's success.
JOB SUMMARY : Primary responsibilities include providing administrative support to the Vice President for Advancement. Provides auxiliary administrative support to other Advancement team members and other administrative duties as needed.
The primary responsibility of the Administrative Assistant is to manage, facilitate, coordinate, and direct key functions and activities of the Advancement Office and to interface with the Board of Trustees, and key donors. The role supports members of the advancement team as needed and assists in the development of effective systems for the Vice President's areas of responsibility. The Administrative Assistant maintains a focused emphasis on the promotion of Christian Theological Seminary and the expression of its core values.
ESSENTIAL FUNCTIONS
- Oversees the Vice President's schedule, coordinates the Vice President's communication, and facilitates access to the Vice President.
- Prepares meeting materials and tracks follow-up tasks.
- Prepares and / or edits high-level and confidential materials and correspondence under the signature of the Vice President.
- Coordinates mailings as needed, including proofreading of materials.
- As needed, coordinates and arranges travel for the Vice President, which includes making flight reservations and hotel accommodations, providing travel itineraries as needed, arranging visits, and processing travel expenses.
- Coordinates Advancement staff meetings, including producing the agenda and arranging for speakers as needed.
- Coordinates and monitors the annual division budget for all Advancement units. Prepares purchase orders, reimbursements, reconciles, and prepares reports as needed.
- Coordinates cross-training of administrative and non-managerial staff for backup purposes and to meet peak-load needs.
- Interprets, and applies organizational policies, rules, and regulations when responding to inquiries; exercises sound judgment when making referrals.
- Attends, takes and transcribes notes of the Board of Trustees Advancement Committee meetings, Trusteeship meetings, and internal staff meetings.
- Completes data entry work, in both PC software databases and Raiser's Edge database / NXT, as needed.
- Maintains office files for the VP and personnel files for the Advancement Office.
- Supports the VP in all aspects of budgeting - including, but not limited to, purchase orders, reimbursements, credit card expense allocations, and budget reconciliation.
- Assists, as needed, with donor and alumni events including preparation for room reservations, catering, invitations, set-up with facilities staff, decorations, and event follow-up.
- Schedules and coordinates meeting details for in-person and virtual meetings with internal and external constituents.
- Provide administrative support to donor-based programs and alumni relations projects as required.
- Provides support for donor scholarship reporting and stewardship activities.
- Maintains CTS Advancement Staff Outlook calendars.
- Serve as backup for Database and Prospect Research Manager in the areas of data and gift entry, prospect research, and profile creation.
- Orders / maintains office supplies.
- Represents the advancement office and supports CTS events and activities as appropriate.
- Performs other duties and special projects requested by the vice president.
POSITION REQUIREMENTS
APPLICATION PROCESS
Review of applications will begin immediately and continue until the position is filled. Qualified candidates should apply online using the application link or submit a letter of interest, a resume, and three professional references to .
CTS is an equal opportunity employer and does not discriminate with respect to recruitment, hiring, or any other status of employment based on race, color, religion, sex, sexual orientation, national origin, disability, or any other category protected by law.
MORE ABOUT CHRISTIAN THEOLOGICAL SEMINARY
Christian Theological Seminary (CTS) is a fully accredited ecumenical graduate school in Indianapolis, IN, related to the Christian Church (Disciples of Christ) and serving the whole people of God. We welcome all faiths to explore / engage in an intellectually rigorous, spiritually formative, and emotionally supportive education that equips our students to go out into the world and serve-whether in the church or the community. CTS also offers a robust counseling program that provides professional counseling preparation and spiritual / theological integration for those training to become mental health counselors, marriage and family therapists, pastoral psychotherapists, and spiritual care specialists.
Salary : $48,000 - $52,000
