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Executive Administrative Coordinator for Advancement

2 months ago

Baltimore Maryland, United States Baltimore City Community College Full time

Job Overview
The Advancement Office is in search of a skilled Executive Administrative Coordinator to enhance operational efficiencies and provide essential support to the Vice President for Advancement.

This role encompasses a variety of responsibilities, including the preparation of presentations, management of confidential communications, and correspondence. The individual will support advancement initiatives utilizing Raiser's Edge and the College's nonprofit CRM software. Additionally, the Executive Administrative Coordinator will undertake various liaison responsibilities and other tasks as required.

Key Responsibilities
- Process purchase requests through the Financial Management Information System.
- Offer comprehensive support for advancement and foundation initiatives.
- Assist the Vice President in formulating departmental budgets.
- Coordinate events for both internal and external stakeholders, overseeing associated operational budgets and expenditures.
- Document minutes during Advancement meetings and other professional gatherings as assigned.
- Provide confidential administrative assistance to the Vice President, including communication management, digital file organization, and telephone correspondence.
- Support the strategic functions of the Vice President, covering areas such as marketing, public relations, advancement, events, and alumni relations.
- Manage the Vice President's calendar, scheduling meetings and appointments.
- Arrange travel logistics, welcome visitors, and perform related duties.
- Monitor attendance records for the Vice President's direct reports and others within the Division.
- Track and procure office supplies, maintaining organized storage areas.
- Implement office procedures as directed by the Vice President.
- Review and verify the accuracy of documents requiring the Vice President's signature or approval.
- Deliver customer-focused quality service to students, faculty, staff, and guests of Baltimore City Community College.
- Provide support for advancement and fundraising efforts using Raiser's Edge or similar CRM software.
- Perform additional duties as assigned.

Required Qualifications
- Proven ability to handle confidential information with discretion.
- Experience managing multiple projects concurrently with minimal oversight.
- Adaptability to a fast-paced work environment with complex and sensitive issues.
- Exceptional communication skills, both verbal and written.
- Proficient in Microsoft Office and specialized applications for word processing, spreadsheets, relational databases, and data manipulation.

Educational Background
- Associate degree in business or a related field, or equivalent experience.
- A minimum of 5 years of progressive experience as an administrative assistant in an office environment.

Preferred Qualifications
- Bachelor's degree.
- Three years of experience providing administrative support to a higher education executive within a fundraising and development context.
- Familiarity with Raiser's Edge or similar fundraising and development CRM software.
- Experience in a community college or university setting.