POSITION VACANCY

POSITION: Alumni Relations and Annual Giving Administrative Assistant

CLASSIFICATION: 27

DEPARTMENT: Alumni Relations and Annual Giving

REPORTS TO: Director of Alumni Relations and Annual Giving

JOB FUNCTION: Provides principal secretarial and clerical support to the Director of Alumni Relations and Annual Giving (ARAG) as well as the ARAG Associate Director and ARAG Assistant Director, fostering good will among alumni, by providing clerical and logistical support, accurate data management and reports, and maintaining the necessary records of graduates, friends and donors for all aspects of the Annual Giving program in addition to a wide variety of alumni-related functions, activities and events. .

ESSENTIAL ELEMENTS:

1. Responsible for delivering excellent “customer service” to alumni and friends of the College.

2. Provide support for Director of Alumni Relations and Annual Giving (ARAG) in the preparation and administration of all aspects of the Annual Giving program, including Direct Mail, telephone, phonathons, email and social media solicitation and all appeals within the Annual Fund. Components of the Annual Fund include, but are not limited to: Alumni, Major Gifts, Parents, Employee, Sr. Class Gift, Giving Days and Community Campaigns (Community, Leadership, Clergy and Vendor).

3. Independently manage multiple aspects of the Annual Fund including creating and maintaining database lists, prospect lists, tracking pledges and donations, produce billing and monitor pledge fulfillment, donor acknowledgement, and stewardship, as well as the creation and distribution of multiple reports. Additionally, arrange all components of, and attend meetings or events related to the Annual Fund.

4. Manage the annual appeal for brick naming opportunity, including solicitation, donor acknowledgement, coordinate purchase from vendor and request and oversee installation.

5. Organizes the Alumni Awards program, including accurate record keeping, information distribution, arrange committee meetings and procure awards and citations.

6. Maintains critical computer records for alumni and friends in both the on-line and College database systems, provides research and makes daily entries updating address and contact information changes and other pertinent information.

7. Independently and reliably manages data exchanges and changes between databases on a regular or scheduled basis; uploading, exporting and merging records and lists between the on-line and the College database systems.

8. Assists with research and the management of specified alumni club activities, including planning and execution of alumni club events, recording and handling reservations, produce necessary materials, maintain accurate data, enter updates and create reports.

9. Provide support for the Silver Century Club Christmas Party including planning and execution of all aspects of the event, including invitation, recording and handling reservations, create necessary materials, maintain and update data, and provide reports.

10. Directly Communicate with alumni, friends and donors; responsible for responding timely to all inquiries, and as needed, provide special touches, including but not limited to the Monthly Alumni Memorial Mass, alumni passes, gift baskets or other outreach, gifts and acknowledgements.

11. Serves all necessary office clerical needs, manages files, lists and reports, data research, schedules appointments and organizes meeting arrangements.

12. Provides support to Director of Alumni Relations and Annual Giving.

13. Provides support, as necessary, to VP for Institutional Advancement.

14. Assists with planning and execution of IA events, including but not limited to President’s Dinner, Homecoming/Reunion, Silver Century Club Christmas Party, Farber Golf Tournament, volunteer meetings and other events, as needed.

NON-ESSENTIAL ELEMENTS:

1. Ability to maintain confidentiality.

2. Performs other duties as assigned.

3. Opens, sorts and distributes mail.

4. Participate in and attend IA and College events as needed/requested.

REQUIRED SKILLS, EXPERIENCE AND TRAINING:

1. Excellent time management skills.

2. Excellent organizational, computer, and telephone skills.

3. Good information technology skills, proficiency in database applications as well as Microsoft Office products including Word, Excel, PowerPoint, Publisher and Outlook.

4. Excellent written, verbal, and interpersonal skills. Proofreading and editing skills are required

5. Accuracy a must.

6. Ability to meet deadlines and to balance a high-volume workload.

7. Associate’s degree or equivalent from a two-year college or technical school; or minimum five years secretarial experience in demanding office preferred.

8. Team player.

WORKING CONDITIONS:

Typical office working conditions. Some evenings and weekends.

10_2015

INTERESTED CANDIDATES SHOULD COMPLETE A RESUME AND COVER LETTER AND EMAIL IT TO hrjobs@kings.edu.