Administrative Assistant Annual Giving

Job Number: PC00298

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community– an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found Notice of Non-Discrimination (PDF document) (Download PDF reader)

Overview

Provide administrative and operational support for the Senior Director of Annual Giving and the annual giving team. Support the Senior Director and staff across four program areas (class giving, parent giving, volunteer strategy, and annual giving).

Duties and Responsibilities

1. Provide administrative support to the Senior Director, including scheduling meetings, maintaining appointment calendars, preparing agendas and minutes, and coordinating meetings using Outlook, Teams, and Zoom. Answer phones and maintain multiple email inboxes to communicate responsively with alumni, parents, and campus partners. Exercise discretion, accuracy, and sound judgement in managing sensitive materials, confidential information, and time-sensitive workflows. (25%)
2. Manage and maintain Annual Giving records, files, and reports within Affinaquest, a shared system of record/CRM, including confidential donor, prospect, volunteer, and gift or financial information. Perform basic and intermediate computer functions that include creating, analyzing, and integrating spreadsheets; executing mail and envelope merges; recording and reconciling information in the data system, importing graphics and other information into documents; and computing and maintaining documentation of policies and procedures. Ensure the accuracy, completeness, and timely maintenance of data and materials that support annual giving operation, volunteer activity, fundraising strategy, and constituent engagement. (25%)
3. Coordinate operational and logistical support of the Annual Giving team, including reconciliation and monitoring of the office budget, tracking expenses, processing payment vouchers for select vendors, and troubleshooting issues related to departmental expenditures. Support Annual Giving staff by coordinating travel arrangements, distributing itineraries, updating contact reports, and preparing and submitting travel reimbursement documentations. (20%)
4. Produce correspondence, reports, documentation, and presentation materials through typing, word processing, formatting, use of charts, graphs, and other visuals, collating, photocopying, binding, and related production functions in accordance with department and college standards. Proofread materials for accuracy, content, language, grammar, formatting, and consistency, and help ensure that communications and documents reflect a professional standard appropriate for internal, constituent, volunteer, and donor-facing audiences. (20%)
5. Engage constituents, prospects, volunteers, alumni, students, parents, and campus partners by phone, email, web, mail, and in person. Attend, staff, and play an active role in signature college and Annual Giving Events, including Homecoming, Giving Tuesday, Friars Give, Reunion Weekend, and other programs that support donor participation, volunteer engagement, and institutional advancement goals. (10%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

Education and Experience

• Associate’s degree from an accredited institution.
• Three to five years of experience as administrative support in professional environment, or an equivalent combination of education and experience.
• Curiosity and willingness to learn new technologies, tools, and systems that enhance efficiency, communication, and data management.
• Working knowledge of Microsoft Office applications, especially Microsoft Excel, and database systems such as Salesforce.
• Strong prioritization and follow-through skills.
• Takes initiative and manages multiple responsibilities effectively in a fast-paced environment.
• Highly organized, flexible, with a strong attention to detail and the ability to balance competing deadlines and priorities.
• Strong verbal and written communication skills.
• Sound professional judgment and the ability to work collaboratively as a part of a team.

Supplemental Information

PHYSICAL DEMANDS:

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 about

DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

NOTICE OF E-VERIFY PARTICIPATION

Providence College participates in E-Verify to confirm the identity and employment authorization of individuals hired to work in the United States. Before submitting this application, please review the following documents:

• E-Verify Notice of Participation
• Right to Work

By continuing with this application, you acknowledge that you have been informed of our participation in E-Verify and have had the opportunity to review these notices.

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