Administrative Coordinator for Assistant Vice President, Principal Gifts & Gift Planning

Salary: Up to $50,000, commensurate with experience and internal alignment.

For full consideration, submit application materials by the review date. Applications received after the review date will be considered if needed. A resume and cover letter are required for this position.

Required Qualifications:

• High School Graduate or equivalent.

• Experience working in an administrative support role (typically 1+ years) in a fast-paced office.

• Outstanding interpersonal, verbal, and written communication skills, with the proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience including alumni, donors, faculty, staff, students, and the university community.

• Excellent problem-solving skills, with demonstrated ability to work independently, taking an appropriate level of initiative, to interpret, apply, and explain policies and procedures, think strategically and exercise sound judgment when making logical, defensible decisions.

• The ability to proactively manage a large office, using successful office practices and protocols to maintain efficient and effective office operations, identify areas of improvement and anticipate the needs of the office, keeping it well-stocked, organized, and attractive.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with moderate proficiency in PowerPoint, Acrobat Pro and/or similar programs and the ability to learn development and design-related software.

• Commitment to excellence and accountability, with the ability to multi-task, work independently and collaboratively while exercising sound judgment and taking an appropriate level of initiative.

• Strong organizational skills with the ability to manage multiple and competing tasks concurrently.

• Understanding of and desire to make an impact on the future of higher education.

Preferred Qualifications:

• Bachelor’s degree.

• Experience working in higher education, fundraising, or other membership-based nonprofit (typically 3+ years).

• Administrative experience in support of an agency or department head to include event or meeting coordination/planning, advisory board support, coordinating travel logistics, and experience with fiscal support administration (i.e. budget operations, processing invoices, reimbursements, reconciliation) (typically 3+ years).

• Experience in a customer service role with the ability to interact professionally with VIPs, donors, volunteers, etc.

• Experience using a CRM (typically 1+ years).

• Experience with fiscal support administration (i.e processing invoices, reimbursements, reconciliation).

• Working knowledge of Commonwealth of VA State and University policies and procedures.

• Strong administrative skills with demonstrated proficiency in creating, proofreading, and editing complex documents with careful attention to detail, accuracy, and deadlines.

• Strong analytical skills with the ability to extract and analyze data and produce reports in a variety of formats. Experience with marketing initiatives and other efforts to generate leads, including assisting with preparing and designing materials (hard-copy and electronic) for donors.

• Experience with updating and maintaining websites using Cascade or similar tools.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.

• This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Job Duties

30% - Administrative Support to the Assistant Vice President for Principal Gifts & Gift Planning:

• Serve as primary administrative support for the Assistant Vice President and work closely and collaboratively with the President’s and Vice President’s Offices and with other key areas of campus as needed.

• Collaborate with the Administrative Coordinator for Principal Gifts & Foundation Operations to cover office projects, business needs and operations in support of the Assistant Vice President, as needed.

• Manage and maintain the Assistant VP’s calendar including the management of meeting requests and coordinating the participation of others for all aspects of individual and group meetings. Conduct research and gather all necessary information prior to meetings and events and prepare briefing materials/agenda for AVP. Work directly with staff across campus to schedule meetings, obtain and/or disseminate information. Determine need for and arrange meetings and agendas for various internal and external constituents.

• Manage schedule and coordinate travel in support of fundraising work of the Assistant VP in a timely and accurate manner. Prepare travel materials, prepare expense reports and reimbursements, enter contact reports and implement reminder system as needed.

• Assist with the Assistant VP’s donor portfolio to include management, tracking, research  and data accuracy in collaboration with the prospect development team. 

• Review, prioritize and determine actions for all incoming correspondence. Research and draft responses. Research, prioritize and follow up on incoming issues and concerns addressed to the AVP, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.

• Draft correspondence and stewardship initiatives for Boyle Legacy Society members and prospects.

• Research information and prepare presentation materials as needed. Run reports and prepare and analyze data for the Assistant VP and university leadership as needed.

• Coordinate with the Assistant VP to plan and implement team meetings and retreats to include agenda, securing space, lining up speakers, arranging meals/activities. Represent the Assistant VP at various internal meetings as needed.

• Provide support for all personnel searches (including travel arrangements/expense reimbursements for non-local candidates). Oversee orientation/on-boarding process for new employees, including meeting schedules.

• Perform other related duties as assigned.