Administrative Assistant

DESCRIPTION OF JOB:   

The Administrative Assistant will work collaboratively with the Advancement Services Team and offer high-level comprehensive administrative support to the Vice President, Program Directors, and Gift Officers within the Office of Institutional Advancement.

Responsibilities:

Administrative Support for Vice President, Program Directors and Gift Officers:

  • Preparation of monthly travel and expense (credit card) reports for Program Directors and Gift Officers.
  • Calendaring, scheduling, and project management, including travel arrangements for Gift Officers, meetings, lunches and other work-related functions.
  • Timely and accurate processing, proofreading, and editing of correspondence, presentations, reports, articles, fundraising materials, alumni materials, and event materials.
  • Special event planning and coordination to promote benefactor stewardship, cultivation and recognition of giving to the College.

Database Management:

  • Requires a comprehensive understanding of the overall responsibilities of Advancement Services. This includes gift processing and acknowledgements, biographical maintenance, and other data maintenance activities. The knowledge will be essential for development of data policies and procedures, and in preforming a liaison role with Advancement Service’s constituents.
  • Enters all gifts, pledges, pledge payments, matching gifts, memorial gifts nad other gifts to the College and acknowledgment of these gifts.
  • Create and update constituent records in the database.

Office Management:

  • Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
  • Answering, screening, and forwarding incoming calls
  • Responsible for coordinating mail pick-up and delivery in coordination with the Executive Assistant
  • Independent work on multiple projects, prioritizing tasks effectively, efficiently and accurately from start to finish. 
  • Purchase of office supplies as well as sourcing of equipment and special purchases for the Office.
  • Provides administrative support to Advancement office staff as needed.
  • Acts as a liaison to other offices and departments on campus.

Other Responsibilities:

  • The highly public nature of the duties of the Administrative Assistant requires effective communication skills which will be frequently tested. Writing and proofreading skills are essential. The Administrative Assistant will sometimes address “critical needs” which occur on short notice and will require immediate action. Organization, prioritization, judgement, and problem solving skills will be challenged.
  • Exercise discretion and confidentiality.
  • Other duties as assigned.

JOB QUALIFICATIONS

Necessary Education or Work Experience:

  • Bachelor’s degree preferred
  • Minimum of 1-3 years’ experience (preference to work within a college or university setting)

Required Knowledge and Skills:

  • Advanced understanding of office methods, procedures, practices and bookkeeping or accounting knowledge. An understand of the relationships of these policies and procedures to those of the College as a whole is critical.
  • Computer literacy is highly important. Knowledge of a wide variety of software is of significant importance, with the ability to train users in the most effective use of this software.
  • Ability to learn, interpret, and apply a variety of complex policies and procedures with minimal guidance. The ability to share ideas and convey them in an efficient manner in mandatory, as in the ability to work with other department on the Campus in the interpretation and enacting of these policies and procedures.
  • Must be a self-starter and have the ability to accept and carry out responsibilities, meet deadlines, and prioritize multiple projects
  • Excellent oral and written communication and presentation skills with an ability to work both independently and collaboratively with others.
  • Strong organizational and follow-up skills
  • Ability to establish and maintain strong and productive relationships with other areas of the College and benefactors to the College
  • Ability to learn and willingness to use new software/technology

Specialized Technology Skills:

  • Knowledge of Jenzabar and/or Blackbaud Raiser’s Edge preferred

Accountability

  • Will prepare list of performance expectations for academic year after consultation with the Associate Vice President for Institutional Advancement
  • Ongoing performance will be measured by review and feedback based upon observation by the Associate Vice President for Institutional Advancement. Such review will include the accuracy and timeliness of task and project completion.
  • The Associate Vice President for Institutional Advancement will review overall performance against state performance expectations at least annually.

Other Qualifications:

Edgewood College, an Equal Opportunity Employer, is committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence — the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values — truth, compassion, justice, partnership, and community.

To apply:  Send a cover letter, resume, and references to:

Edgewood College
Human Resources – AAIA
1000 Edgewood College Drive
Madison, WI 53711
E-mail: humanresources@edgewood.edu
Equal Opportunity Employer