Senior Office Assistant, Major Gifts

Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Posting Details

Position Information

Position Title
Senior Office Assistant, Major Gifts

Overview

Provide secretarial and administrative office support to the Director of Major Gifts and the major and principal gift officers, and philanthropic advisors.

Essential Duties:

1. In conjunction with prospect researchers, prepare profiles, entity reports, and/or mini-bios for the Director of Major Gifts, major and principal gift officers, philanthropic advisors and senior management staff.
2. Perform intermediate and advanced computer functions including managing databases, creating, analyzing, integrating and importing linked spreadsheets, creating mail, envelope, and table merges.
3. Prepare, review, copy, and file a variety of memos, correspondence, reports, forms, and documents, much of it electronically in tandem with the Banner database.
4. Coordinate internal and external attendee calendars; reserve/schedule meeting rooms and make arrangements for equipment, seating, and refreshments, when necessary.
5. Process invoices, and bills, and reconciling expenses for Director of Major Gifts, and major and principal gift officers, and philanthropic advisors.
6. Answer phones, greet and direct visitors to appropriate areas or persons. Interact with a variety of people from all aspects of the College and community. Coordinate work for the student worker.
7. Organize and coordinate office operations and procedures in order to ensure organization effectiveness and efficiency. Coordinate the ordering of supplies and equipment, as necessary.
8. Assist the Director of Major Gifts and major and principal gift officers, and philanthropic advisors in making travel arrangements. Follow-up with staff post-travel to ensure timely entering all call reports, move code updates, and solicitation updates.
9. Attend functions and events as directed, including weekends and evenings.

Marginal Duties:

1. Perform all other duties as required.

Education and Experience Required

• High School education or equivalent, Associate Degree preferred.
• Two to three years’ of related experience or an equivalent combination of education and experience.
• Working knowledge of Microsoft Office applications (including Word, Excel, and PowerPoint) and database systems.
• Effective organizational and decision making skills.
• Strong verbal and written communication skills. Ability to interact well with alumni, parents, faculty, and staff, as well as other members of the community.
• Ability to work under deadline pressure; organize, set and implement priorities; and manage multiple tasks.
• Attention to detail and high level of accuracy.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

Employee Status
Full Time

Salary Grade
16 (Min. $32,202/Mid. $41,862/Max. $51,522)

Union Status
Non-Union

Shift:

If other, please enter regular schedule.

EEO Statement

Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.

Posting Detail Information

Requisition Number
AS680P

Closing Date

Open Until Filled

Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation