Senior Office Assistant, Advancement Services

at  Providence College

EDUCATION AND EXPERIENCE REQUIRED

• High School education or equivalent. Degree in related field, business, non-profit preferred.
• Two to three years of related experience and or an equivalent combination of education and experience.
• Working knowledge of Microsoft Office applications and database systems.
• Demonstrated ability to work under deadline pressure.
• Organize, set and implement priorities.
• Manage multiple tasks.
• Strong attention to detail and a high degree of accuracy.
• Effective organizational, decision-making, and communication skills.

ESSENTIAL DUTIES:

• Prepare, review, copy, and file transmittals. Ensure all steps of the transmittal process have been completed by internal partners as needed.
• Issue gift receipts on a regular basis, calendar year end tax receipts, and respond to ad-hoc requests.
• Perform intermediate and advanced computer functions including managing databases, creating, analyzing, and integrating and importing linked spreadsheets, creating mail, envelope and table merges, creating and editing captions, adding graphics, editing images, footnotes, endnotes, indices, tables of content, creating master documents and reports using information from several sources.
• Coordinate internal and external attendee calendars, reserve/schedule meeting rooms, and make arrangements for equipment, seating and refreshments when necessary.
• Prepares and maintains records, files and databases some of which may be confidential. Monitors budgets and other financial activities that may require proficiency with math and bookkeeping through trial balance.
• Answer phones, greet and direct visitors to appropriate areas or persons.

MARGINAL DUTIES:

• Sort, open, distribute, and route individual or departmental incoming mail, and prepare outgoing mail.
• Compose and produce correspondence and reports.
• Process invoices, bills, and reconcile expenses for the Director and the department.
• Perform all other duties as may be required.

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