Administrative Assistant, Office of Advancement

The Administrative Assistant provides a wide range of administrative support for the Advancement team. This staff member supports Parent & Family Giving, Skidmore Fund, and Diversity and Inclusionary Advancement. Responsibilities range in complexity, and include broad-based solicitation of relevant constituents, design and production of highly personalized, segmented, and frequent print and email appeals, supporting the work of fundraising volunteers, programmatic support, as well as logistical arrangements for events. The Administrative Assistant works in concert with other Administrative Assistants to provide support for travel, overall office support/ phone coverage/data entry/production of gift acknowledgements, and other administrative responsibilities in Advancement. The Admin Assistant must develop proficiency with the thankQ CRM database, and must also be flexible, highly technically skilled, able to juggle multiple priorities, and handle confidential information.

Primary Job Duties

1. Provide support for broad-based work with relevant constituents

• Produce print and email solicitation letters. All are dependent on complex merging, and are personalized, highly segmented, and contain specific information with numerous inserts that are required to be matched with the solicitation. Data must be proofed and verified. In some cases these letters are produced internally and in others the project needs to be managed with an outside mail house.
• Provide logistical support for on-campus and Zoom meetings, including the Parents Council (twice annually), meetings for the Senior Family Project, and others as needed.
• Prepare outreach materials for volunteers including updating assignments
• Produce reports from thankQ and other sources – with great accuracy – when requested by staff to help support how the programs are managed.
• Communicate with and record gift information from fundraising volunteers if/when any results are called into the office.

Complete general office support, including:

• Compose, type, read, edit, proof correspondence internally and externally for accuracy, and maintain correspondence files.
• Produce gift acknowledgement letters.
• Answer both primary and secondary phone lines, filing and daily distribution of mail.
• Answer the 800 line for entire Advancement department when required (shared responsibility with rest of support staff in office). Lunch phone coverage one week at a time on a rotating basis with all Advancement support staff.
• Planning and set-up of special events, utilizing Dining Services, reserving campus space, and making reservations with outside vendors.
• Coordinate travel arrangements, cash advances, reimbursements, and activities when required.
• Complete data entry to help manage donor prospect pools

Travel Planning & Other Duties

• Responsible for domestic travel arrangements, schedules, itineraries, cash advances, and expense reports.
• Communicates with potential and current donors, volunteers, parents, and alumni to schedule visits and/or provide specific arrangements for meetings.
• Support other groups’ programs and activities as needed at peak times.

Education: High School Diploma or GED

• Required documents needed to apply:
  
  
• On-line application
• Cover Letter
• Resume
• List of Three References
• Pay Range: Commensurate with experience
  
  In order to prevent or significantly reduce the risk of COVID-19 transmission at Skidmore College and protect all members of the College community from infection, successful candidates will be required to submit proof of full vaccination as a condition of employment, unless exempted as a reasonable accommodation of a medical condition or sincerely religious belief or practice.
  
  EEO STATEMENT
  
  Skidmore College is committed to being an inclusive campus community and, as an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of race, color, creed, religion, gender, age, national or ethnic origin, physical or mental disability, military or veteran status, marital status, sex, sexual orientation, gender identity or expression, genetic information, predisposition or carrier status, domestic violence victim status, familial status, dating violence, or stalking, or any other category protected by applicable federal, state or local laws.
  
  Employment at Skidmore College is contingent upon an acceptable background check result.
  
  CREATIVE THOUGHT MATTERS.