Administrative Assistant for VP of Advancement

Description/Job Summary

The Advancement Office seeks an experienced Administrative Assistant who can assist in delivering process improvements and provide primary support to the Vice President for Advancement. This position provides assistance with tasks including presentation preparation, confidential and high-level communications, and correspondences. The individual provides support for advancement activities within Raiser’s Edge, and the College’s nonprofit CRM software. The Administrative Assistant provides various liaison duties and other duties as assigned.

Responsibilities/Duties

• Enters purchase requests into the Financial Management Information System.
• Provides general support for advancement and foundations efforts.
• Assists the Vice President in the preparation of departmental budgets.
• Assists with events for internal and external populations to monitor associated operation budgets and expenditures.
• Takes minutes at Advancement meetings and other professional meetings as assigned.
• Provides confidential administrative support to the Vice President to include communications, digital file management and telephone communications.
• Provides administrative support for strategic responsibilities of the Vice President, including marketing, public relations, advancement, events, and alumni areas.
• Maintains the Vice President’s calendar and schedule for meetings and appointments.
• Makes travel arrangements, greets visitors, and other related duties.
• Tracks regular work attendance for the Vice President’s direct reports and others within the Division.
• Tracks and orders office supplies and maintain supply storage areas.
• Implements office procedures as requested by the Vice President.
• Reviews and ensures accuracy of items requiring signature or approval of the Vice President.
• Provides customer-oriented quality service to the students, faculty, staff, and guests of Baltimore City Community College.
• Provides advancement and fundraising support using Raiser’s Edge or similar fundraising and development CRM software.
• Other duties as assigned

Required Qualifications

Required Experience

• Demonstrated ability to maintain confidential materials.
• Experience working on multiple projects simultaneously with minimal supervision.
• Willingness to work in a fast-paced work environment and one dealing with many complex and sensitive issues.
• Excellent communication skills, both orally and in writing
• Strong experience with Microsoft Office, and specialized applications for word processing, spreadsheets, relational databases, graphics packages, and assembling, manipulating and/or formatting data and/or reports.

Required Qualifications

• Associate degree in business or related field or equivalent experience
• Minimum 5 years progressive administrative assistant experience in an office setting

Preferred Qualifications

• Bachelors' degree
• Three years of experience providing administrative support to a higher education executive and working within a fundraising and development environment
• Experience using Raiser’s Edge or similar fundraising and development CRM software
• Community College or University Experience