Administrative Assistant - Development - McDaniel College

Job Description

The Administrative Assistant is primarily responsible for providing administrative support for the Development Team in Institutional Advancement. The ideal candidate should be able to work independently with minimum supervision and collaboratively. The position works closely with the Advancement Operations Manager. The positions interact with a diversity of constituencies including alumni, donors, trustees, faculty, staff. The Administrative Assistant will report to the Associate Vice President of Institutional Advancement and will provide support for development and donor relations.

Responsibilities

• Monitors and assists in managing day-to-day operations of Development and Donor Relations.
• Collaborates with the Advancement Operations Manager regarding any IA needs when necessary.
• Assists the AVPIA with daily operational needs.
• Assists the AVPIA with communication, outreach and planning for the McDaniel Women's Leadership Network.
• Manages electronic calendar for the AVP; proactively schedules and responds to requests for meetings and appointments for the AVP, Development and Donor Relations.
• Prepares agendas, room reservations, notifications, and supplies information for meetings.
• Manages travel arrangements and itineraries when needed.
• Reconciles and prepares expense and reimbursement reports.
• Responsible for tracking and managing portions of the IA budget and the submission of check requests for Development and Donor Relations.
• Handles routine correspondence including drafts letters and follow-up phone calls, including regular communication with members of the College community.
• Implements and maintains files and written agreements for the Development office.
• Assists in processing proposals and gift documentation when needed.
• Maintains efficient and paper-light file of correspondence and information for the division.
• Proofreads and edits documents.
• Assists with list requests and prospect information and collaborates with Advancement Services for any data and prospect needs for Development and Donor Relations.
• Support the College's constituent engagement model by assisting with constituent engagement events as needed.
• Works cross-divisionally as needed.
• Manages various vendor relationships for office supplies and services in collaboration with the Advancement Operations Manager.
• Primary contact and manager for the development and donor relations line and serve as backup for the IA line, directing calls to the appropriate staff member.
  
  

Requirements

Qualifications

• High school diploma required, Associate's degree preferred.
• Three or more years of office experience required.
• Strong work ethic, attention to organizational planning and detail, analytical and problem-solving skills.
• Experience working with diverse constituencies.
• Raiser's Edge software experience preferred but not required.
• Ability to exercise discretion with the utmost integrity in dealing with confidential and sensitive information.
• Advanced level skills in Microsoft Office software including Outlook required.
• Excellent written, oral and interpersonal skills.
• Ability to work independently and with team members.
• Proven ability to manage multiple projects and priorities and meet deadlines.
• Understanding of budget process and procedures.
• Customer Service skills including phone manner, willingness to help, etc.
• Willingness to work evenings and weekends to support programming and events is required.
  
  

Working Conditions

While performing the duties of this job, the employee is routinely working in a normal office environment with minimal exposure to adverse conditions. The noise level in the work environment is usually minimal.

Physical Abilities

The Physical Demands Described Below Are Representative Of Those That Must Be Met By An Employee To Successfully Perform The Essential Functions Of This Job

• Sitting for long periods of time.
• Some bending and stooping when working with files.
• Limited lifting involved but not more than 10 pounds at a time.
• Finger dexterity for typing and use of other office equipment.
  
  

Additional Information

McDaniel College, in compliance with federal and state laws and regulations, does not discriminate in the recruitment, admission, and employment of students, faculty, and staff in the operation of any of its educational programs and activities. McDaniel College will not tolerate any discrimination or harassment on basis of any protected status including protective hairstyle, race, religion, color, ancestry or national origin, disability, age, sex, gender, gender identity, gender expression, sexual orientation, pregnancy, military status, genetic information, marital status, veteran's status, or any other actual or perceived legally protected characteristics.

Application Instructions

Completed applications must include the following: cover letter addressing position qualifications and related experience; resume, names and contact information of three professional references, and a completed job application. Review of applications begins immediately.