Assistant to the Vice President of Development and Alumni Relations and Office Manager

Clarkson University•Potsdam, NY

2d•Onsite

About The Position

Reporting to the Vice President for Development & Alumni Relations, The Assistant to the VP will be tasked with partnering with the VP to manage the daily operations of the office and to serve as a role model in training, professionalism, and integrity to the administrative staff. The position is a resource to the VP and entire office in centralizing information as well as calendar, activities, and processes. This incumbent independently manages the daily operations of the office, coordinating and planning internal and external activities for the staff. The position plans and executes long-range projects and events, ranging from research and reports to public events, including recurring and new activities, with only broad guidelines from staff. The Assistant to the VP routinely interacts with clients and internal and external constituencies, gathering and providing information and serving the needs of donors and prospects in a customer service focused environment. The Assistant to the VP takes the lead in training and managing other admins in the DAR department including managing time cards in Kronos, leads the administrative activities of the office including budgeting, operations, and planning along with budgeting approvals (Executive and Printing/Postage budgets). In addition, the incumbent in this position defines and creates reports and research based on the evolving needs of the staff and holds responsibility for the office master schedule including team events and deliverables (content, reports, and meetings).

Requirements

A minimum of an associate’s degree or 5-7 years of clerical or related experience required.
A minimum of 5-7 years of clerical or related experience required.
Proficiency with Microsoft Office Suite and Microsoft Outlook.
Ability to learn and manage web content management systems.
Superior interpersonal skills, including diplomacy, tact, confidentiality, customer-orientation, cooperation, creativity, sensitivity and thoughtfulness.
Commitment to and ability to maintain a team relationship with colleagues.
Ability to plan and execute work and easily adapt to abrupt changes in daily priorities.
Ability to multitask yet pay close attention to detail and maintain confidentiality.
Ability to anticipate and prevent problems ranging from print materials, to processes, to events, to customer service.
Possess superior oral and written communication skills.
Excellent organizing, prioritizing, and time-management skills
Must possess a collaborative working style.
Demonstrated commitment to diversity and inclusion.
Ability to work in a fast-paced office, with quickly changing priorities
Excellent proofreading skills
Self-motivated and takes initiative
Ability to concentrate on phone calls or projects in an environment that may be noisy
Excellent time management and organizational skills
Ability to quickly learn new tools, technologies, and processes.

Nice To Haves

Proficiency with reporting
Five to seven years of clerical experience in a major and deferred gift fund raising environment preferred.

Responsibilities

Create travel itineraries, binders and complete travel arrangements for VP of Development.
Select, train and supervise student assistants in general office procedures and monitor work for accuracy; track student assistant budget.
Lead the DAR Admin Team
Coordinate and maintain travel, calendar and meeting schedules for VP.
Generate reports as needed, create new reports as requested.
Maintain master schedule with all events
Plan for administrative events including required content from leadership team
Conduct research on prospects as requested.
Review and reconcile budgets and produce reports, including office credit card charges each month.
Order and maintain office supplies, process purchase orders, renew periodicals and implement day-to-day office procedures.
Responsible for the delivery of individualized stewardship pieces for high-priority donors.
Serve as a resource for the DAR team as a knowledge hub for fund purposes, donor contacts, financial status, gifts/commitments, etc.
Welcome visitors to the office and assist them accordingly.
Answer telephones and direct call or take messages, receive and distribute faxes.
Perform other related duties incidental to the work of the office.
Performance of this role requires you to be at work