Senior Administrative Assistant for Advancement Operations and Relations

Position Title

Senior Administrative Assistant for Advancement Operations and Relations

Position Summary

The Senior Administrative Assistant for Advancement Operations and Relations supports the Associate Vice President for Advancement Operations and the Assistant Vice President for Advancement Relations by providing advanced level administrative support to ensure timely and proper customer service and communication to donors and prospects of Spelman College.

This position also provides administrative and project management support including the management of schedules, meetings, internal and external communications, budget requisitions, and supporting activities of the department, as necessary.

Essential Duties and Responsibilities

• Monitors and maintains the calendar/scheduling and coordination of meetings (including reservation of meeting spaces, and taking/distributing meeting minutes), requisition and procurement support (including processing travel expense reports and managing vendor relationships) for the AVP for Advancement Operations and the AVP for Advancement Relations.
• Provides excellent customer service, addressing donor and potential donor questions, requests, and concerns.
• Maintains and updates manuals, dashboards, policies and procedures, presentations, and reports, and coordinates their distribution to internal and external stakeholders, and assists with the preparation of emails, memos, newsletters, presentations, meeting agendas and other materials/communication and distributes to the donors, prospects, and volunteers of the College.

Provides administrative and project management support for the Division of IA through the Office of the Senior Vice President and AVPs by:

• Communicating with key constituents or units of the College as needed for major initiatives. Ensuring the AVPs are briefed and well-prepared for meetings and events.
• Managing the flow of communications by answering, relaying, and resolving general inquiries in a timely manner.
• Drafting standard documents for approval prior to final signature and distributing agreements for signature through appropriate media (mail, email, Adobe Sign, etc.).
• Developing methods for collecting, storing, tracking, maintaining, and archiving confidential files, reports, presentations, agendas, and action items (digital or print format).
• Creating and maintaining complex spreadsheets, shared drives, central data repository, and web-based accounts for file sharing.
• Travel required: 0-10%

Required Qualifications

High school diploma and five years of related work experience or an equivalent combination of education and experience required. A strong customer service focus, excellent written, verbal and time management skills are essential. Professional demeanor with the ability to interface with internal and external donors and potential donors with diplomacy and tact is essential.

Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to multi-task.

Excellent oral communication skills are required when presenting information and responding to questions from donors, potential donors, and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence, compose memos, letters, and e-mails. Also, must be able to read, analyze and interpret documents such as professional journals, financial reports, and grant proposals.

To perform this job successfully, an individual must have advanced proficiency in using Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint). In addition to producing correspondence, memos, and e-mails duties may involve assignments that require creating spreadsheets, PowerPoint presentations, use of Banner Financial Module and Internet navigation.

Preferred Qualifications

Bachelor's preferred.

Certifications, Licenses, Restrictions

None

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms. The employee is occasionally required to: stand, stoop and lift and/or move up to 15 pounds with assistance.

Specific vision abilities required by this job include the ability to adjust focus.

Full Time/Part Time: Full-time

Posting Number: SC0886P

Open Until Filled: No