What are the responsibilities and job description for the Administrative Assistant - College Advancement Operations position at Colby College?
Job Description
Department:
Advancement Operations
Pay Rate Type:
Hourly
Employee Type:
Job Summary:
The administrative assistant provides administrative, clerical, and event 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 support related tasks and will be able to work independently.
Essential Functions and Responsibilities
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 efficient, proactive and detail-oriented support of the directors and Assistant Vice President of College Advancement Operations, Analytics, and Research teams as requested, including calendar management, travel arrangements, and expense management.
- Schedule meetings and conference rooms, prepare agendas and supporting documents, facilitate catering arrangements, and ensure technology set up as needed.
- Support video call-in meetings; work with remote staff to ensure their ability to participate in all meetings and learning opportunities within the division via video call-in software.
- Perform significant data entry including recordkeeping and pulling of alumni, parent, and guardian data for external departments.
- Assist with preparing new fund request forms, gift entry forms, and stock gift forms.
- Field, research, prioritize, and follow up on donor-related issues and concerns for specific segments of the constituent base via phone, email, and in-person including those of sensitive or confidential nature; determine appropriate course of action, referral, or response.
- Support recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangements.
- Serve as a resource for team members to support their data management needs and interactions with the Raiser’s Edge/NXT database and Fundraiser Performance Management tool; assist with data management including data entry, queries, requests, and resolving issues.
- Provide general backup support for other College Advancement administrative assistants as appropriate.
- Assist in mailroom operations as needed; creating, printing, and posting a wide range of mailings.
- Generate letters and send emails to alumni, parents, guardians, and other constituents.
- Functional knowledge of partner software programs used by other Advancement departments including RegFox, MailChimp, Double the Donation, Filezilla, TeamDynamix and Lexis Nexis.
- Constituent data updating including specific attributes and contact information.
Position Qualifications
Minimum Qualifications:
Education and/or experience:
- High school diploma or equivalent required; professional coursework or post-secondary education are a plus.
- 1-3 years of previous administrative professional experience.
- Highly developed computer skills including extensive experience with data entry, word processing, and computer system operations; significant experience with Microsoft and Google office suites preferred.
- Ability to quickly become proficient in the advancement database programs, as well as an interest in and ability to learn new programs.
- Attention to detail and accuracy are critical.
- Ability to handle confidential information tactfully.
- Excellent interpersonal, communication and organizational skills with a high level of motivation.
- Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals.
- Strong business English, proofreading, and spelling skills.
- Ability to work collaboratively in a fast moving environment and to make an impact through work as a member of a team and diverse community.
- Must be able to work independently, exercise judgment and manage projects with minimal supervision, as well as to adjust as new projects are assigned.
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, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
- While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
- There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
- An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
- Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
- The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
- The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.
Please upload a cover letter and resume to your application.
