Administrative Assistant - Part Time

Culver Academies•Culver, IN

About The Position

The Part Time Administrative Assistant provides administrative and technical support to the Advancement Team, which works to advance Culver's mission by ensuring funding for the school. The role includes administrative, database, event, and research support and offers a flexible schedule of approximately 20 hours per week. The assistant greets constituents and responds to requests for information and support; handles mail and interdepartmental deliveries; and completes tasks for the Chief Advancement Officer or Director of Advancement Operations. Database work includes fulfilling requests through a ticketing system, updating records, assisting with wealth analysis, researching contacts, and preparing biographies. Event support includes preparing lists, researching potential attendees, tracking RSVPs, conducting follow-up calls, and helping with event registration. Research duties include locating individuals, verifying deaths, preparing biographies, conducting research assignments, scanning prospect files into RE, maintaining alumni database information related to Development, updating solicitor information, preparing lists for Advancement Officers, entering contact reports, and finding biographical and business information. The assistant works independently and collaboratively with colleagues and campus employees.

Requirements

High school diploma.
Three years of relevant work experience.
Highly developed interpersonal skills and the ability to communicate tactfully and diplomatically in writing and speech.
Ability to work effectively with people at every level of CEF.
Exceptional computer and data entry skills.
Ability to organize data and efficiently produce reports, mailing lists, and related data.
Self-starter with excellent organizational skills and discipline, able to work under pressure with multiple priorities and deadlines.
Discretion and ability to maintain confidentiality when handling highly confidential information.

Responsibilities

Greet constituents in person, by phone, or by email and fulfill requests for information and support.
Collect and process incoming and outgoing mail and make interdepartmental deliveries as needed.
Complete other tasks as needed by the Chief Advancement Officer or Director of Advancement Operations.
Assist with database requests submitted through the ticketing system.
Update database records, including names, addresses, biographical changes, relationships, and prospect management information.
Assist with wealth analysis and research new contacts made by fundraisers; prepare biographies for travel and events as needed.
Run and edit lists for events or mailings and assist with collecting research and giving information about potential event attendees.
Track RSVPs, make follow-up calls, and work registration or other Advancement team events.
Assist with locating individuals and provide obituaries or verification of death when requested.
Assist with research assignments, including reunion classes, individual requests, the hall of fame, and board prospects.
Scan top-prospect paper files into RE as needed.
Maintain the integrity of alumni database information relating to Development, including awards, contributions, directorships, actions, proposals, and relationships.
Update solicitor information in proposals and relationships, pull lists for Advancement Officers, and enter contact reports into RE when requested.
Search for biographical and business information through various sources, identify crucial information, and work independently and collaboratively with colleagues and campus employees.