Executive Assistant to the Vice President for Advancement

Job Title: Executive Assistant to the VP for Advancement

Division: University Advancement

Reporting: VP for Advancement

Status: Part-time; Non-Exempt

Hourly Rate: $30.00 - $35.00

General Description:

Under the supervision of the VP for Advancement, the Executive Assistant to the Vice President for Advancements primary responsibilities include managing the donor database and administrative support for the Advancement Department. Duties include (but are not limited to) office management, project management, and advancement special event support, budgeting, presentation materials, and processing and acknowledgements.

Essential Duties/Responsibilities:

• Maintains office and donor files, pending action files, and other files as needed.

• Maintains written procedures and back-up files as appropriate.

• Assists in preparation of presentation materials for use in cultivation, solicitation, and stewardship.

• To record, update, file, and communicate budget reports to the Vice President. Control inventory spending.

• Provide supplies management and ordering for the Advancement Office, to inventory and replenishment in a timely manner at economical volumes.

• Provide department budget management and accounting support through form preparation, delivery and distribution, to include invoices, travel reimbursement forms, reconciliation forms, requests and other forms used in the routine business of Advancement Office.

• Ensure meetings, conferences, and catering arrangements are smoothly scheduled well in advance to prevent conflicts.

• Manage the donor database, record and track all financial and in-kind donations; provide reports and mailing lists as requested and ensure system upgrades and data input adherence to department policies and procedures.

• Oversee the gift processing in the Raisers Edge NXT database with the goal to properly record/acknowledge every gift.

• Supervise address and information updates in Raisers Edge NXT.

• Lead all donor mailings (year-end appeal, spring appeal and gift acknowledgements)

• Assist the Vice President for Advancement with the Board of Trustee and Governance Committee meeting preparation, including scheduling, minute taking, materials preparation.

• Other duties as assigned.

Minimum Qualifications:

• Baccalaureate degree with 2 years of advancement and or administrative support experience preferred

• Associates degree with a combination of 3-5 years of experience in advancement or administrative support

• Candidates must have exceptional ethics and integrity and the ability to work within a fast-paced and high functioning office that values collaboration, teamwork and trust

• Excellent interpersonal and problem-solving skills

• Strong oral and written communication skills

• Strong meeting planning and project management skills

• Excellent organizational skills, attention to detail and a pleasant willingness to follow-thru on assignments

• Ability to work occasional evenings and weekends

• Ability to work independently and take initiative

• Strong computer skills: MS Office experience, Raisers Edge NXT, MS Excel, internet, and e-mail

Application Procedures:

NDNU is committed to providing an educational environment that supports a diverse student population. In your cover letter, please include information about your experiences in working in a diverse environment, and what qualities you would bring to supporting this commitment to inclusive excellence at NDNU.

EEOC Policy:

The University is an equal opportunity employer and is firmly committed to non-discrimination in its hiring and other employment practices and in the application of its personnel policies. In compliance with all applicable federal and state laws, except where a bona fide occupational qualification exists, employment decisions will be made irrespective of the staff member's race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, medical condition (cancer-related or genetic condition), disability and/or any another status protected by law. When necessary, the University will reasonably accommodate individuals with disabilities, if the individual is otherwise qualified to safely perform all essential functions of the position and if it will be done without undue hardship to the University.