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

Clarkson University•Potsdam, NY

About The Position

Reporting to the Vice President for Development & Alumni Relations, the Assistant to the VP partners with the VP to manage daily office operations and serves as a role model for the administrative staff in training, professionalism, and integrity. The position centralizes information, calendars, activities, and processes for the VP and office. It independently coordinates and plans internal and external activities, and plans and executes long-range projects and events—from research and reports to public events—with broad guidelines from staff. The role routinely interacts with clients and internal and external constituencies, gathering and providing information and serving donors and prospects in a customer-service-focused environment. The Assistant leads training and management of other DAR administrators, including managing time cards in Kronos, and leads administrative activities involving budgeting, operations, and planning. The position also defines and creates reports and research based on staff needs and maintains the office master schedule for events and deliverables, including content, reports, and meetings. Performance of the role requires being at work. The minimum qualification is an associate’s degree or 5–7 years of clerical or related experience. The posted pay range is USD $19.75–$20.64 per hour.

Requirements

An associate’s degree or 5–7 years of clerical or related experience.
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.
Ability to maintain a team relationship with colleagues.
Ability to plan and execute work and adapt to abrupt changes in daily priorities.
Ability to multitask, pay close attention to detail, and maintain confidentiality.
Ability to anticipate and prevent problems involving print materials, processes, events, and customer service.
Superior oral and written communication skills.
Excellent organizing, prioritizing, and time-management skills.
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-motivation and initiative.
Ability to concentrate on phone calls or projects in an environment that may be noisy.
Ability to quickly learn new tools, technologies, and processes.
Ability to meet the physical demands necessary to perform the essential functions of the job, with reasonable accommodations available.

Nice To Haves

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

Responsibilities

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