Administrative Assistant & Phonathon Coordinator
Under the direction of the Associate Vice President for Institutional Advancement and the Associate Director of Annual Giving & Donor Relations, the Administrative Assistant & Phonathon Coordinator performs vital administration tasks in a highly organized and professional manner and provides an initial point of contact for the Advancement office. Must handle multiple projects simultaneously, be attentive to detail, and be proficient in goal setting for and motivation of student phonathon callers. The responsibilities include, but are not limited to, telephone work, processing of invoices, overseeing departmental mailings, filing, and event support, and hiring and managing all student employees. Also assists all members of the office with all current or top priority assignments.
DESCRIPTION OF ESSENTIAL DUTIES:
- Provides administrative and office support for multiple supervisors, including fielding telephone calls, receiving and directing visitors, word processing, creating and maintain spreadsheets and presentations, filing and faxing.
- Schedules individual and group meetings, including booking meeting space across campus and arranging conference call capabilities. Manages Advancement office calendar.
- Maintains inventory of office supplies and stationery, etc.
- Prepares bulk mailings of letters and invitations, including oversight of student staff to assemble mailing, i.e. stuffing envelopes, placing address labels, and sealing envelopes.
- Sorts and distributes mail. Prepares and mails all US/UPS/FedEx packages.
- Assists with overflow work for professional staff.
- Provides primary phone coverage (answers incoming calls for advancement staff as needed and requested)
- May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required.
- Assist in Set Up and Departure of Employees: Order office keys, name plates, parking passes, business cards, etc.
- Manage upkeep and repairs for office equipment
- Maintenance Requests for Department: Send email to Maintenance department for repairs – as needed
- Manage nightly phonathon operations including monitoring and coaching students, working with student supervisors, and nightly call center reports.
- Manage student rewards program with student supervisors based on student performance and nightly statistics.
- Hire and train student callers. Includes a one day, 4 hour training day at the beginning of each semester and regular trainings throughout the term.
- Conduct Weekly/monthly caller evaluations based on their stats in phonathon and phone skills.
- Send daily reports to gift processing and send out pledge reminders daily, as well as on a schedule for unfulfilled pledges.
- Compile weekly reports for biographical data updates to the database.
WORK HOURS: Monday – Friday, 10:00am – 7:00pm.
DESCRIPTION OF NONESSENTIAL DUTIES: None.
SUPERVISORY RESPONSIBILITIES: Directly supervises 4 to 6 student workers per semester plus 10-12 student phonathon callers. Carries out supervisory duties in accordance with college policies and applicable employment laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
QUALIFICATION REQUIREMENTS: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)
- Education generally equivalent to a High School Diploma.
- Three months to 1 year of administrative/office work experience.
- Experience working in or managing a call center.
- Excellent oral and written communication skills to effectively communicate with employees, students, and faculty members.
- Ability to use a personal computer and word processing, spreadsheet, donor relational database software, and an envelope printer.
- Knowledge of and the ability to use a variety of standard office equipment such as a 10-key calculator, telephone, copy machine, and computer keyboard.
PROTECTIVE CLOTHING REQUIRED:
PHYSICAL DEMANDS: (The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more of working time.)
While performing the duties of this job, the employee is frequently required to sit, and/or use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to stand, and/or walk, talk and/or hear, stoop, kneel, crouch, or crawl, and reach above shoulders. The employee must occasionally lift and/or move between 1 and 5 pounds while moving files or folders. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.
WORK ENVIRONMENT: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Work is performed in an office environment. The noise level in the work environment is usually moderate.
The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.
Founded in 1847, Carthage College combines an environment of reflection and self-discovery with a culture of high expectation, so that our students uncover and ignite their true potential. As a four-year private liberal arts college with roots in the Lutheran tradition, we place a strong emphasis on both moral and intellectual values. Our prime location in Kenosha, Wisconsin, midway between Chicago and Milwaukee, allows students the opportunity to learn in a professional context. Our beautiful campus, an 80-acre arboretum on the shore of Lake Michigan is home to 150 scholars, 2,600 full-time students, and 400 part-time students. Our rich academic experience equips students with foundational knowledge and skills, preparing graduates to be lifelong learners and to lead meaningful, productive lives.
Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status, or status as an individual with a disability.
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