Administrative Assistant - Development

Job Description
TITLE OF POSITION: Administrative Assistant- Development
REPORTS TO: Director of Development and Public Relations
FUNCTION: Under the direct supervision of those above, this position provides administrative and clerical support to the Development offices.
FLSA STATUS: Non-Exempt
SCHEDULE: Monday - Friday, 9:00 am. - 5:00 pm.
Summary:
In addition to traditional administrative/clerical duties, this position performs duties included but not limited to data entry, filing, telephone, email support, etc. This position interacts with students, faculty, visitors, benefactors, and administration personnel.
Essential Functions of the Job:
Administrative Assistant:
1.
Assist the offices in a variety of administrative and clerical matters as directed i.e. typing, proofing reading, copying, filing, email, letter/mailings, telephone use, messages, etc.
2.
Secure and keep confidential all data. This includes benefactor information and financial records.
3.
Assist everyone in a professional, friendly and hospitable manner.
4.
Compile/process data into various computer programs. Assists creating reports to regulatory agencies and internal departmental heads, etc.
5.
Create and maintain meeting records, agendas and minutes.
6.
Prepare the distribution and mailing of reports generated by the office.
7.
Research and answer appropriate Development queries as needed.
8.
Support the Finance department and the Office of Institutional Research and Effectiveness (OIRE) providing documentation as required to these offices.
9.
As needed and available, serve as backup to the receptionist to include answering the telephone, gate and lobby door in a professional manner, directing calls and individuals to appropriate departments, and sorting and distributing mail and packages.
Development Office- In addition to the Administrative Assistant section:
1. Process donations and prepare acknowledgement letters and other correspondence.
2. Maintain donor management database entries (routinely update and correct database records as needed).
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3. Create fundraising reports and other database reports as needed.
4. Conduct preliminary research on prospective corporate foundation and individual donors.
5. Assist in coordination, production and distribution of special appeals.
6. Maintain guest lists, gather and prepare registration materials and other duties as assigned for fund-raising events; assemble donor kits for events and meetings as needed.
7. Handle administrative details associated with group visits for donors, Catholic organizations and extension program.
8. Provide extensive support for the many development department events. Assisting with set-up and occasional driving to vendors to pick up or drop off products is possible. Some support for these activities occurs after normal business hours. Normal overtime rules prevail.
9. Other duties as assigned by the Director of Development or his/her designee.
Supervisory Responsibilities:
1.
None
Qualifications:
1.
High school diploma or equivalent, college degree preferred.
2.
Possession of current Florida state driver’s license.
3.
5 + years of administrative assistant experience, preferably in higher education.
4.
Demonstrated ability to format a business letter or email newsletter.
5.
Typing and readable penmanship required.
6.
Excellent verbal communication skills.
7.
Highly understandable spoken English is required. Bilingual in Spanish is helpful.
8.
Punctual.
9.
Demonstrated, proficient use of PC/Windows computer skills are required.
10.
Demonstrated, proficient use various computer and web-based programs to complete assigned duties including Firefox, Chrome, Microsoft Word, Excel, Publisher, and Outlook. Photoshop experience is helpful.
11.
Use of proprietary computer software (Bloomerang, etc.) is required. If no previous experience is demonstrated, the individual must gain functional ability within 3 months and proficient ability within 6 months. The Director and/or the Rector at their sole discretion measure ability.
12. Attentiveness to detail. The Position is highly detail oriented from input and output standpoints.
13. Position requires completing a successful a background/criminal screening and driver’s license check. It also requires re-screening on a periodic basis.
Physical Demands:
1.
Ability to continuously sit for long periods of time.
2.
Ability to hear, see and speak effectively.
3.
Ability to bend, reach and squat on occasions.
4.
Ability to have effective hand movements: repetitive motion, finger dexterity and writing.
5.
Ability to lift 1-15 pounds occasionally.
Onsite Work Environment:
1.
Typical office setting with temperatures ranging from approximately 70-75 degrees, non-adjustable.
2.
Some natural daylight but primary lighting from fluorescent overhead fixtures.
3.
Substantial computer use with LED display monitors, keyboard and mouse use.
4.
This role routinely and frequently uses standard office equipment such as computers, telephones, photocopiers, printers, envelope and laminating machines, filing cabinets and fax machines, etc.