Staff Assistant for Institutional Advancement

3 weeks ago

Hillsdale, United States Hillsdale College Full time

Overview

This position is responsible for typing letters, memos and reports, entering and updating data in CRM, updating files, drafting check requisitions and travel expense vouchers, reconciling Master Card expenses, drafting and tracking scholarship criteria, and organizing campus visits. This person will be working with assigned researchers to help assigned officers to determine priority for donors to see, assist with prospect management and be a vital part of the team.

Responsibilities

Write correspondence including visit letters, follow up emails, and phone calls to constituent group to arrange appointments. Execute follow-up for appointments; type and manage plans, order/gather follow-up materials, and other actions as necessary. Prepare trip itineraries. Draft and submit travel expense vouchers for the Officer's reimbursement. Assist the Officer in tracking budgetary expenses throughout the year to ensure budget goals are met. Type letters, call reports and general information from rough drafts. Pull CRM lists and reports as needed: Event invitation lists, names for visit request letters, etc. Plan and execute all details of donor campus visits; reserve flights, car, lodging. Draft scholarship documents, i.e. pledge criteria and agreements and fully process (send to donor, receive back for HC signature(s), inform all appropriate departments). Track follow up. Review expenses, assign budget codes; enter explanations online for Officer's monthly MasterCard statement. Act as Advancement liaison for other Departments and the general public. Research, review and enter data pertaining to constituents from contact reports, on campus visits, and event interactions for priority prospects and potential prospects. Assist with special projects that may arise as necessary. Maintain confidentiality in all information. Assist after hours as needed (minimal).

Qualifications

Qualifications

Individuals must possess such knowledge, skills and abilities, or be able to explain and demonstrate, that the individual can perform the essential functions of the job, with or without reasonable accommodation using some other combination of skills and abilities.

Other Skills

Knowledge of office practices. 2. Possess good organizational skills. 3. Possess excellent grammar skills. 4. Possess good interpersonal skills in dealing with college staff and donors on the phone and in person. 5. Ability to understand and follow oral and written instructions, and to express ideas effectively orally, and in writing. 6. Ability to work under limited supervision, requiring only outline suggestions for handling office situations. 7. Ability to keep the affairs of the office running during frequent absences of supervisors. 8. Knowledge of basic office machines and computer/word processor. Advanced clerical skill, including knowledge of proper correspondence format, as well as basic accounting skills. 10. Attention to detail is critical.

Education and Experience

This position requires a high school education, two to five years office and data entry experience preferred, or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

Physical Requirements

Ability to read, write, hear, speak, see and communicate effectively. Ability to operate basic office equipment to include, photocopier, fax machine, adding machine, computer equipment, DVD player, display monitors and the like. Position is largely sedentary. Occasional lifting of office supplies, booklets, etc. is necessary.

Personal Characteristics

The Office of Institutional Advancement interacts with the entire Hillsdale College audience. A neat appearance and a pleasant relationship that is supportive of the College mission is essential. This relationship needs to be supportive and professional, while maintaining confidentiality as needed.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College's original Articles of Association and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

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