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

Clarkson University•Potsdam, NY

21h•$20 - $21

About The Position

Reporting to the Vice President for Development & Alumni Relations, the Assistant to the VP partners with the VP to manage the office’s daily operations and serves as a role model in training, professionalism, and integrity for administrative staff. The role supports the VP and the entire office by centralizing information, calendars, activities, and processes. The incumbent independently manages office operations and coordinates and plans internal and external staff activities. The position plans and executes long-range projects and events, including research, reports, public events, and recurring or new activities, working from broad guidelines. It routinely interacts with clients and internal and external constituencies, gathers and provides information, and serves 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 work involving budgeting, operations, planning, and budget approvals. The role also develops reports and research to meet staff needs and maintains the office master schedule for team events and deliverables.

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.
Commitment to maintaining team relationships with colleagues.
Ability to plan and execute work and adapt to abrupt changes in daily priorities.
Ability to multitask, maintain close attention to detail, and preserve 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 a potentially noisy environment.
Ability to quickly learn new tools, technologies, and processes.
Adherence to the University’s Health, Safety, and Environmental Policy and Procedures.

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 administrative team.
Coordinate and maintain the VP’s travel, calendar, and meeting schedules.
Generate reports and create new reports as requested.
Maintain the master schedule of events.
Plan administrative events, including coordinating 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 visitors and assist them accordingly.
Answer telephones and direct calls or take messages; receive and distribute faxes.
Perform other duties incidental to the work of the office.
Be at work as required for performance of the role.