Position Information

Position Title Administrative Assistant I

FLSA Non-Exempt

Primary Responsibilities

Position Summary

Reporting to the Executive Director of Major and Planned Gifts ( EDMPG ), the Administrative Assistant for Major and Planned Gifts provides administrative and clerical support to the Major Gifts and Planned Gifts offices. This position provides general office support, including budget and inventory management, travel support, query and report generation and the supervision of student workers, if necessary. The Administrative Assistant of Major and Planned Gifts also works in conjunction with the Administrative Assistant of Corporate and Foundation Relations & Planned Gifts to assist with the stewardship of the

G. Atwood Manley Society, the legacy society of the University. This position supports the EDMPG , the DPG along with four (4) Senior Associate Directors of Major and Planned Gifts (Frontline Fundraisers). Major and planned gifts officers work with alumni, parents, and friends to cultivate, solicit and steward outright major gifts ($100,000 and above) to St. Lawrence as well as deferred gifts that ensure the future of the University. This position communicates directly with internal campus constituencies, as well as external constituents (alumni and parents) who host development functions and provide major and planned gifts to the University.

Duties/Responsibilities

· [40%] Major and planned gifts fundraising support

§ Work directly with the EDMPG on all aspects of the major gift fundraising effort.

§ Assist the EDMPG with any campaign planning projects (e.g., mailings, reports, presentations, etc.)

§ Assist Prospect Research/Prospect Management team with Moves Management requests for gift officers in RENXT

§ Manage Principal Gifts Cultivation Actions in RENXT

§ Create queries/reports as needed for various divisions’ needs.

§ Assist Frontline Fundraisers to ensure accurate and updated data entry for major and planned gift proposals.

§ Monthly query of incomplete actions & follow up with Frontline Fundraisers

§ Attend Frontline Fundraisers and Principal Gifts meetings

· [30%] Travel support

§ Provide travel support to (6) Frontline Fundraisers including car rentals.

§ Develop and distribute travel itineraries for (6) Frontline Fundraisers

§ Enter all outreach information and contact reports into The Raiser’s Edge for (6) Frontline Fundraisers, including contact reports for the University President and ensure that they are properly edited.

§ Provide backup to the Principal Gift Officer / Director for Athletic Development for Advancement

§ Update divisional calendar with travel and vacation details for 6 Frontline Fundraisers

· [30%] General office support

§ Field phone calls to the office and greet/welcome guests upon office visits.

§ Oversee and manage inventory of supplies for the major and planned gifts office.

§ Organize travel documents and marketing materials, including planned gift marketing pieces.

§ Set up Zoom meetings and assist with Outlook Calendar management for EDMPG

§ Enter President’s email outreach/correspondence

§ Assist with personal correspondence to major and planned gift donors

§ Manage routine correspondence from DPG and the Office of Planned Gifts including entering and completing RENXT Actions. Manage GAMS birthday mailings for all fundraisers, including addressing envelopes by hand, entering, and completing Actions in the database.

§ Manage the budgets for both the major gifts and the planned gifts offices.

§ Process expense forms for all major and planned gifts staff, oversee use of the major gifts and planned gifts purchasing cards.

§ Manage queries & exports for Courtesy Acknowledgement

§ Supervise student workers on an as needed basis to complete office mailings and other projects.

§ Provide back-up support to other clerical staff in the development.

§ Perform other duties as assigned or requested.

This is a full-time, 12 month position. The workweek is 37.5 hours/week (a 7.5 hour work day). This position is part of the CSEA bargaining unit. There is a robust benefits package including health insurance and educational benefits for individuals and dependents.

Minimum Qualifications

· High school diploma (or equivalent) required. Associate’s degree or higher strongly preferred. Minimum of three years related work experience required. Equivalent combination of education and experience of at least three to five years will be considered.

· Must have excellent judgment, decision-making, problem solving and critical thinking skills, and be well organized.

· Should be able to prioritize tasks in order to balance large volumes of work simultaneously, as a typical day requires completion of multiple documents, gift reports, trip summaries, personal correspondence, etc.

· Tactful and appropriate written and oral communication skills, discretion when working with highly sensitive and confidential information, and meticulous attention to detail.

· Ability to work independently as well as within a team environment.

· Qualities of self-initiative, maturity, flexibility, a willingness to learn, and a positive attitude are required.

· Demonstrated proficiency in Microsoft Word, PowerPoint, Outlook, and Excel, and exposure to relational databases. Experience with The Raiser’s Edge preferred.

Preferred Qualifications

Salary $17.72 - $24.49/hr. CSEA Level 15. The actual compensation will be determined based on experience and other factors permitted by law.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Detail Information

Posting Number ST01242

Desired Start Date

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Please complete the on-line application form and provide a minimum of three professional references with names and phone numbers. Upload a resume and cover letter in the “Applicant Documents” section of the application.

All offers of employment are contingent upon successful completion of a background check (including criminal record)

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents