Administrative Assistant - College Advancement

Colby College•Waterville, ME

About The Position

The administrative assistant provides administrative and clerical support within the Division of College Advancement. This position will be cross-trained to support a variety of functions within the department. The ideal candidate will be experienced in handling a wide range of administrative and support-related tasks and will be able to work independently. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, and employ the knowledge, skills, and abilities as listed in a representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.

Requirements

High school diploma or equivalent required
1-3 years of administrative professional experience involving data entry, word processing, and computer system operations
Experience with Microsoft Office Suite preferred
Ability to quickly become proficient in the advancement database programs, as well as an interest and ability to learn other programs
Attention to detail and accuracy are critical
Excellent interpersonal, communication, and organizational skills with a high level of motivation
To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality about employee data, documents, issues, etc., and respect the privacy needs of employees and past employees about the same.
The ability to comply with firm deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
There may be multiple/daily instances of prolonged personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor.
An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
The noise level in the work environment is usually moderate.

Nice To Haves

Professional coursework or post-secondary education preferred

Responsibilities

Perform data entry, record keeping, filing, and correction of alumni, parent, friend, foundation, and grant data in the Raiser’s Edge donor database; serve as a resource to train others on these functions
Assist with preparing gift entry forms and ensure correspondence, reporting, and proposal records are maintained in the database
Research, prioritize, and follow up on incoming donor-related issues and concerns, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response
Support the recruitment of new team members through liaising with HR, setting up interviews, and making travel arrangements
Provide support for events, travel, meetings, and site visit arrangements for internal and external constituencies, including scheduling locations and catering, setting up for events, budgeting, and contract and travel arrangements
Provide general back up support for other College Advancement administrative assistants as appropriate
Reconcile travel receipts and documentation for monthly expense reports for gift officers
Prepare, proofread, and print letters, emails, and other communications, including at times gathering information from campus partners for reports to donors or foundations
Assist in mailroom operations as needed, creating, printing, and posting a wide range of mailings, including a weekly cadence of acknowledgment letters

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