Administrative Assistant of Stewardship and Donor Engagement

at  Providence College

EDUCATION AND EXPERIENCE REQUIRED

• High school education or equivalent
• Three to five years’ related experience and/or an equivalent combination of technical school education and experience
• Working knowledge of Microsoft Office applications and database systems required
• Proficiency with Excel, Cyberfriar, and Affinaquest required
• Demonstrated ability to work under pressure of deadlines
• Organize, set, and implement priorities and manage multiple tasks
• Strong attention to detail and high level of accuracy
• Effective organizational, decision making, and communication skills
• Strong interpersonal skills

ESSENTIAL DUTIES:

• Prepare and provide the Sr. Director and Director of Stewardship and Donor Relations with strategic information for decisions to be executed. Produce correspondence for various constituents including those in higher-level volunteer leadership positions and major gift donors. Maintain biographical data, mail, and telephone contact with major volunteer leaders to acknowledge engagement roles and respond to requests, etc. Run monthly gift and data reports for engagement groups and named donor prospects.
• Manage logistics for semi-annual meetings for several top volunteer councils, coordinating internal and external attendees’ calendars reserve/schedule meeting rooms, maintain participation lists, arrange for appropriate seating, refreshments, and presentation logistics.
• Support Stewardship and Donor Engagement team at several events throughout the year, including endowed lecture fund events, volunteer leadership conference, and donor events during Homecoming and Reunion. Responsibilities include but are not limited to data preparation, collecting, and maintaining responses, logistics preparation, and welcoming/interacting with guests.
• Manage the Consolation program for the National Alumni Association Chaplain and the Director for Stewardship including, but limited to, distribution and inventory maintenance of Mass and sympathy cards, spiritual and floral bouquets, monthly prayer lists, and other condolence practices. Support the Director of Stewardship and Donor Relations with specialized donor communications, including but not limited to Christmas cards, Advent/Lenten communications, tribute/honorary gift notifications.
• Interact with external constituencies via phone, email and in-person, including Trustees, Vice Presidents, senior-level managers, and major leadership volunteers, communicate with top-level leaders on behalf of the Sr. Director to arrange meetings, event invitations and follow-up correspondence.
• Monitor budgets and other financial activities, including tracking accounts payable invoices. Serve as an internal resource on departmental administrative questions. May, with supervision, organize and coordinate special projects including presentations, education programs, and special events.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move abou