JOB PURPOSE :
Under the direction of the Associate Vice President for
Advancement, 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 assist all members of
the office with all current or top priority assignments. 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.
Under the direction of the association director of annual giving
& donor relations, must be proficient at managing all aspects
of the student call center.
DESCRIPTION OF ESSENTIAL DUTIES :
Administrative Support :
Phonathon Coordinator :
- 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,
- 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.
WORK HOURS :
- Manage nightly phonathon operations including monitoring and
coaching students, working with student supervisors, and nightly
call center reports. Responsible ensure that annual phonathon
fundraising goals for are met.
- Recruit, hire and train student callers. Includes a one day, 4
hour training day at the beginning of each semester and ongoing
training throughout the year.
- Manage student rewards program with student supervisors based
on student performance and nightly statistics.
- 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
- Compile weekly reports for biographical data updates to the
Must work 40 hours per week total with 12 hours spent onsite in the
call center Monday - Thursday from 5:00pm - 8:00pm from October 15
- May 15. Remaining daytime and summer hours are spent in
Advancement Office as Administrative Assistant. In-office hours can
be flexible during Phonathon times.
DESCRIPTION OF ESSENTIAL DUTIES :
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
PROTECTIVE CLOTHING REQUIRED :
- Education generally equivalent to a High School Diploma.
- One 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
- 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.
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
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
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