Support Staff

Administrative Assistant, Leadership Gifts

Full Time

Office of Advancement

Annual Giving

Colgate University, a top-ranked liberal arts college, is seeking an Administrative Assistant for Leadership Gifts to play an integral role in supporting a successful leadership gifts program.

Founded in 1819, Colgate is a small, highly selective residential liberal arts college for students of talent who are preparing for lives of leadership and productive citizenship. Colgate University enjoys a strong tradition of philanthropy and engagement, having successfully raised over $480 million from more than 34,500 community members during Passion for The Climb: The Campaign for Colgate, completed in 2012. On an annual basis, more than 56% of Colgate’s alumni engage with the University through philanthropy, volunteering, or engaging at online and in person programs, including signature events like Reunion that draws in more than 2500 alumni and guests. This tradition of philanthropy paired with strong levels of alumni affinity position Colgate well for even greater success, as the Vice President and his team prepare to lead the community into an historic and comprehensive campaign.

At this pivotal moment in the University’s history, Colgate is seeking an Administrative Assistant for Leadership Gifts to support a growing leadership gifts program.
The person in this role will support the new Leadership Giving Team, which will include a Director of Leadership Gifts and three Leadership Gift Officers (LGO), including the Senior LGO for Athletics Giving. The AA in this role will provide support for travel, correspondence, prospect biographies, and will run reports and lists to support this growing team. Importantly, the AA in this role will provide support for three key alumni/parent councils: Presidents’ Club Membership Council, the Women’s Leadership Council, and the Parents’ Steering Committee by coordinating logistics for meetings, events, and committee calls. The successful candidate will possess strong communication and customer service skills, be detail oriented, and demonstrate an understanding of database management and systems.

Provide support to the leadership gifts team, which includes a Director of Leadership Gifts, and three Leadership Gifts Officers. This person in this role will be responsible for the data and correspondence needs for the leadership gifts team. The person in this role will provide support for travel, correspondence, prospect biographies, and will run reports and lists to support this growing team. Importantly, the person in this role will providing support for three key alumni/parent councils: Presidents’ Club Membership Council, the Women’s Leadership Council, and the Parents’ Steering Committee by coordinating logistics for meetings, events, and committee calls.

Responsibilities include coordination of the daily operations of the department. Specific accountabilities include: 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 some departmental communication to include: website maintenance, email communication, etc…

Responsible for planning travel arrangements for assigned staff.

Responsible for support for the Presidents’ Club.

Responsible for support for and meeting goals of assigned classes.

Responsible for building and/or room scheduling and service requests, as required.

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 department, division, or function, as assigned.

Office Productivity

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.

Event Planning

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.

Travel Logistics

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.

Technical Data Systems

Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), 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.

Administrative Procedures

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.

Customer Service

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.

Domain-Specific Skills

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.

Personal Accountability for Results

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Effective Communication

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Problem Solving and Decision Making

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.

Change Management

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.

Leadership and Teamwork

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.

Creativity and Innovation

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.

Diversity and Inclusion

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.

Sustainability

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.

• Excellent understanding and use of Microsoft applications, including Excel, and the Google suite of software (especially Google Docs, Google Sheets, and Google Calendar) as this is an essential part of the position.
• Capacity to work well independently and with little direction.
• Requires strong verbal and written skills, accuracy, attention to detail, flexibility, and willingness to take on new assignments.
• Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students.
• Must be able to manage confidential and sensitive information, maintaining the strictest confidentiality.
• Budgetary management experience required

• Previous experience in an academic setting desired.
• Experience with Concur or other travel expense software desired.

An Associate’s degree, or a combination of education and experience from which comparable skills are obtained is required.

2021S110Posting

No

Weekdays, with occasional weekends.

11/04/2021

Yes

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.

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 cusafety@colgate.edu. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.