Support StaffPosition Title:
Administrative Assistant, Planned Giving Full Time/Part Time:
Office of AdvancementDepartment:
The primary purpose of Administrative Assistant for Planned Giving is to provide the support skills necessary for the Colgate Planned Giving program and to provide support for the 50th Reunion Giving Program. Name:
Assist the Associate Vice President, Advancement; Director of Planned Giving and staff members in planned giving in their efforts to promote and market the planned giving program at Colgate. Responsible for the flow of all documents/correspondence for the Office of Planned Giving by performing work assigned.
Regular duties will include: performing general administrative support duties as required including electronic filing, answering phones, preparing correspondence, monitoring the budget, and maintaining office material supplies. Coordinates all travel and transportation arrangements for supervisors and schedules meetings with donors, volunteers and staff. Types and compiles correspondence, reports and support documentation. Provides various data reports, profiles, giving records, and spreadsheets from university database system. Prepares, organizes and distributes materials for staff, donors and volunteers. Coordinates bi-annual Planned Giving Committee meetings, annual Willow Society Reception and coordinates the production, mailing and follow up for marketing materials including the Willow Society Newsletter.
Specific support for 50th reunion program will include event planning and arrangements, support for class volunteers, preparation of multiple mailings targeting 50th reunion class solicitations for the class gift, preparation of gift reports and spreadsheets tracking gifts, pledges, challenges, matching gifts, solicitations as requested for reunion gift stewardship and gift acknowledgements.
Overall responsibilities will include coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO’s and requisitions and submitting for timely payment.
Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and/or room scheduling and service requests, as required.
May coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time-entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the Division of Advancement and the Planned Giving Department, which could include reviewing estate and financial documents.
Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff.Name:
Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.Name:
Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.Name:
Technical Data SystemsDescription:
Demonstrated ability to utilize relevant data systems/software, e.g. Blackbaud NXT, Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.Name:
Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.Name:
Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.Name:
Domain Specific SkillsDescription:
Demonstrated ability to serve as an ambassador to external constituents such as alumni, parents, friends, government officials, donors, and members of volunteer groups including the Board of Trustees, Alumni Council, and Parents’ Steering Committee.Name:
Personal Accountability for ResultsDescription:
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.Name:
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.Name:
Problem Solving and Decision MakingDescription:
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.Name:
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.Name:
Leadership and TeamworkDescription:
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.Name:
Creativity and InnovationDescription:
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.Name:
Diversity and InclusionDescription:
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.Name:
Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.Professional Experience/ Qualifications:
- Requires tact, patience and sensitivity when dealing with a wide variety of personalities. Preferred Qualifications:
- Must be an organized individual who is able to work well under deadline pressures and work independently.
- Must be capable of working with both the internal and external Colgate community on a daily basis.
- Attention to detail and confidentiality imperative.
- Must be competent in use of Microsoft Office software applications including Word, Excel and Outlook.
- Associate’s degree and two years of administrative or legal assistant experience preferred. Education:
- An understanding of public relations a plus.
- Experience with iModules, PowerPoint and Google Docs a plus.
- High school diploma or equivalent required.Requisition Number:
Weekdays with occasional weekends.Job Open Date:
05/13/2021Open Until Filled:
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.Clery Act:
CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at [email protected]. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.