Administrative Assistant, Philanthropy

PRIMARY PURPOSE/GENERAL DESCRIPTION:

The Administrative Assistant will perform a broad range of highly skilled administrative and organizational work for the Philanthropy department within the External Relations and Institutional Advancement division (ERIA). The Administrative Assistant will serve as the primary staff support for the Associate Vice President for Philanthropy and general support to the Philanthropy department, which includes Principal Gifts, Planned Giving, Foundation, Corporate & Government and Relations, Regional Development and Major Gifts, and Leadership Annual Giving and The Scripps Fund.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

• Manage the calendar for the Associate Vice President for Philanthropy. Including scheduling meetings with top donors and principal gifts prospects.

• Assist Associate Vice President for Philanthropy and Assistant to the Vice President of ERIA in coordinating principal gifts visits with the Vice President of ERIA and the President's Office.

• Prepare travel itineraries and travel arrangements.

• Research cost effective travel options, workshops, training programs, and solutions as needed.

• Collect information needed to successfully process travel requests, reimbursements, expense reports, invoices, check requests, and purchase orders

• Send approved messages on behalf of the Associate Vice President for Philanthropy.

• Obtain vendor estimates, request approvals, prepare PO requests and corresponding documents, and process payments.

• Prepare stewardship including congratulatory and sympathy notes, letters, and deliveries.

• Prepare detailed biographical materials for visits with prospective donors.

• Draft invitations and correspondence for initiating visits with prospective donors.

• Prompt follow-up post-visit processes, e.g. assisting with reports, proposals, small gifts, etc.

• Acquire relevant donor research data from in-house and on-line databases assist with data entry on the CRM fundraising database.

• Create clear and informative donor profiles and meeting briefings for the Associate Vice President for Philanthropy and the Vice President for ERIA.

• Develop and create special and routine reports and special projects using the CRM system and other databases; prepare and sort Excel lists for analysis.

• Track Philanthropy team budget expenses and prepare expense reports and reconciling statements.

• Collect, sort, and distribute mail as needed.

• Organize and support special events and meetings.

• Prepare biographical data sheets of participants who attend Scripps events.

• Maintain and update database files and contact information as needed.

• Maintain Philanthropy team Box files.

• Coordinate Philanthropy team meetings; prepare documents, packets, and reports for meetings and events.

• Order and request Philanthropy office supplies.

• Assist with concept development, timelines, budgets, agendas, and preparations for meetings and events.

• Active support for the College's Principles of Community and Principles of Diversity in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individual must possess knowledge, skills, and ability to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential function will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• A keen understanding of the confidential nature of Philanthropy work.

• Experience with a CRM database preferred. Required to become proficient on Raiser's Edge NXT, Scripps' CRM database.

• Advanced proficiency with word processing and other software applications, e.g. mail merge, Excel, PowerPoint, tables, charts, presentations, etc.

• Ability to work with online databases and intranet search engines.

• Attention to detail, especially in donor communications.

• Exercises judgment and discretion in scheduling appointments and maintaining calendars.

• Ability to manage workflow and determine procedures and priorities for own work.

• Ability to proactively suggest more efficient work processes, etc.

• Have excellent knowledge of business writing procedures.

• Ability to collaborate with co-workers, peers and others.

• Ability to operate common office equipment (e.g. copier, fax, scanner).

QUALIFICATION STANDARDS: