Development Assistant

4 weeks ago

Queens, United States St. John's University Full time

St. John’s, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

**Department**:
Office of Development and Alumni Relations

**Specific Job Title**:
Development Assistant

**Reports to**:
Associate Director, Stewardship

**Campus**:
Queens

**Job Summary**:
**Essential Functions**:

- Generates weekly reports of Law School gifts to be used for acknowledging and thanking donors.
- Weekly produces and mails letters of gratitude from the Law School Dean and Associate Dean to donors for gifts received, ensuring all donors receive timely and accurate acknowledgement of their gifts.
- Receives and codes Law School donations; submits gifts each day for processing and recording of donations in University database.
- Researches and updates alumni and donor records in University database.
- Mails and tracks submission and return of gift agreements to donors; upon receipt of executed GA, forward to Law School and University colleagues for recording.
- Supports all alumni and donor events (including CLE course offerings and annual weekend event) with responsibilities ranging from administrative duties in preparation for the events to on-site attendance and support the day/evening of the event.
- Requests and secures database reports, edits them, and prepares the data for various uses, e.g., tracking and mail merges.
- Provides administrative support to Associate Dean and gift officers in areas such as spreadsheet creation and editing, database research and entry, alumni affinity groups, prospect briefings, etc.
- Updates prospect meeting schedules of all gift officers through the fiscal year.
- Maintains inventory and organization of promotional gear in the Development and Alumni Relations Office.
- Works with promotional vendors, orders products, receives invoices and processes payment.
- Fulfills requests from within the Law School community.
- Assists with planning and implementing pop-up shops held periodically throughout the year.
- Completes a broad range of general administrative tasks including: preparing routine correspondence; setting up meetings; recording Associate Dean's call reports in database; making travel arrangements, tracking business expenses, preparing, and submitting expense reports; securing and mailing Red Storm game tickets and occasional promotional items; mailing the annual St. John's Law magazine to featured and international alumni/donors; filing, copying, scanning, phone coverage, ordering office supplies, etc.
- Engages in other duties and projects as assigned.

**Competencies**:

- Ability to manage multiple tasks with superb accuracy and achieve deadlines in a fast-paced environment.
- Strong sense of urgency and timely follow-up.
- Reliability and consistency in quality and quantity of work.
- Ability to proof and edit work ensuring flawless execution.
- Excellent organizational skills.
- A high degree of competency with Microsoft Office-particularly Word and Excel.
- Knowledge of database systems a plus.
- Resourceful in mining the Internet for research and information-gathering.
- Ability to work independently and take initiative in handling routine and non-routine situations. Demonstration of critical thinking and problem-solving skills.
- Ability to work with ambiguity from time-to-time and demonstrate resourcefulness to accomplish tasks. Effective communication skills (written, oral, and interpersonal).
- Exceptional customer service skills-on the phone and in person-with alumni, donors, and internal constituents.
- Ability to work in a team-based environment.
- Availability to work evenings and weekends on occasion.

**Work Environment**:
This position operates in a professional office environment; this position is required to use standard office equipment such as personal computers, printers, copy machines, etc.

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