Development Office

SUNY Polytechnic Institute•Utica, NY

17h•Onsite

About The Position

The Administrative Assistant 1 provides administrative support to the Vice President for Advancement, with primary responsibility for maintaining the donor database and ensuring accurate constituent and gift records. Additional responsibilities include donor acknowledgements and impact reporting, meeting coordination and minutes, financial reporting, recordkeeping, and assisting with the Foundation's annual audit.

Requirements

Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
Administrative Assistant Trainee 2: One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
Administrative Assistant 1: Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Ability to work with a culturally diverse population.

Nice To Haves

Reachable on the appropriate Civil Service list.
Current New York State employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.

Responsibilities

Donor Database Management and Reporting: Maintains and manages accurate constituent and gift records in Raiser's Edge, including data entry, updates, gift and pledge processing, coding, and record maintenance. Ensures the accuracy and integrity of donor data, generates reports and mailing lists as requested, prepares monthly financial reports, and assists with reconciliation and the annual audit process.
Administrative and Board Support: Provides administrative support to the Vice President for Advancement, including scheduling meetings, preparing agendas and meeting materials, taking and transcribing meeting minutes, coordinating distribution of Board and committee materials.
Donor Stewardship and Advancement Support: Supports donor acknowledgement and stewardship activities, including preparing and processing gift acknowledgement letters, assisting with donor impact reports, maintaining donor recognition information, and contacting scholarship recipients and other students to obtain thank you letters and impact information. Assists with donor and alumni correspondence and other communications and projects.