Administrative Assistant, Vice President, Institutional Advancement and Foundation

Apply here: https://jobs.owens.edu/postings/9977

Provide confidential administrative support to the Vice President Institutional Advancement and to the Owens Community College Foundation Board of Directors. Coordinates and supports events as requested by the Vice President. Serves as de facto office manager, responsible for managing purchase requisition, reconciliation, communications, calendar scheduling and supplies. The breadth of activity, number of internal and external partners, and fast-pace of the office requires confidentiality, a collaborative spirit and a high level of independent thinking, attention to detail and flexibility.

Knowledge, Skills & Abilities:

Knowledge and understanding of operations and requirements for non-profit boards and organizations.
Knowledge of offices systems including multi-phone systems, email, and electronic filing.
Knowledge of Raisers Edge preferred.
Must be able to maintain confidentiality and a high level of professionalism.
Demonstrate excellent and effective written and verbal communications skills.
Demonstrate the ability to work independently, set priorities and manage multiple deadlines.
Must be willing to learn new technology and develop new skills.
Must have knowledge of Microsoft Office Suite, specifically, word, mail mergers and excel.
Demonstrate highly developed organizational skills, detail-oriented and the ability to multi-task.
Demonstrate the ability to work in a high-volume environment.
Demonstrate the ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Organizes work in a logical manner to accomplish goals.

Other Characteristics:

Provides excellent and confidential support to donors, board members, faculty, staff and alumni.
Demonstrates individual commitment to teamwork, develops and maintains cooperate relationship with others at various levels of the organization.
Must maintain a friendly, professional, and positive attitude.

Essential Functions:

Provides administrative support to the Vice President of Institutional Advancement/Executive Director of the Owens Community College Foundation and to the Foundation activity. Serves as the Assistant Secretary of the Foundation Board, which is in accordance with the articles of incorporation and bylaws of the 501c(3) charitable organization. In this role, also serves as an (ex-officio, non-voting) member of all standing committees of the Foundation Board excluding the Executive Committee.
Provides confidential administrative support to the Foundation Board of Directors and assists with operations of the Foundation Board. This includes scheduling and attending regular and special meetings of the Foundation Board, preparing agendas and board materials, recording meeting minutes obtaining annual conflict of interest forms and assisting with communications to and form the Board members.
In collaboration with Advancement team, provides support to engagement, donor and stewardship events. Events are a multifaceted responsibility that requires working with external vendors and internal partners across campus. Must be able to respond quickly to changing details, execute event logistics and ensure timely follow-up activity.
Maintains confidentiality with all prepared, gathered, and relayed information. Provides confidential administrative support and assistance to the Vice President. Understands the need for confidentiality when working with donors and leadership team communications, event follow up and stewardship activities.
Maintains vice president calendar and scheduling meetings and travel as requested. Responsible for scheduling Foundation board and committee meetings.
Provides administrative support for fundraising events and activities. Includes coordination of invitations, RSVPs, catering, room reservations, and logistical details. Utilizes Raiser’s Edge software to coordinate event details.
Adheres to the “Donors Bill of Rights” in all aspects of work to maintain confidentiality and respect to donors. Interacts professionally with donors to give gratitude while securing or relaying confidential gift information. Makes confidential updates to constituent/donor records in Raiser’s Edge database.
Coordinates funding requests that come into the Foundation; reconciles expenses against approved funding requests; and maintains and distributes monthly reporting for support funds.
Completes requisitions, purchase orders, direct pays, and travel reimbursement forms, etc. for staff as assigned. Assists with the coordination and monitoring of departmental budgets, and reconciles credit and purchasing card monthly statements. Coordinates office purchasing, record control, reimbursement, office equipment and supplies and other administrative support services as requested.
Completes annual financial fillings to the Attorney Generals Office for charitable organizations and coordinates the Foundation and Grants policy manuals to ensure they are updated and maintained accurately.
Maintains physical and electronic filing systems for the Foundation adhering to retention policies and guidelines. Implement new filing protocols as needed.
Donor centric mindset with strong interpersonal, verbal and written communication and collaboration skills to interact with a diverse group of individuals to secure and/or provide information, to clarify situations, resolve problems, and coordinate services and/or agreements with internal and external-facing role.
Other duties as assigned.

Education/Experience:

High School Diploma or equivalent (G.E.D.)
Must have 3 years of experience working within a busy office setting while supporting a team of individuals.