Administrative Assistant Annual Giving

Providence College; College Station (TX); On-site; USD 45,000 - 60,000; Full time

Job summary

Providence College in Rhode Island is seeking an Administrative Specialist to provide operational support for the Senior Director of Annual Giving and the annual giving team. You will manage calendars, coordinate meetings, and communicate with alumni, parents, and campus partners.

The role requires 3–5 years of administrative experience, an Associate’s degree, strong Excel and Salesforce skills, and meticulous data handling.

Qualifications

• Associate’s degree from an accredited institution.
• Three to five years of experience as administrative support in a professional environment.
• Curiosity and willingness to learn new technologies and systems.
• Strong knowledge of Microsoft Office, especially Excel, and Salesforce.

Responsibilities

• Provide administrative support to the Senior Director, including scheduling and minutes.
• Maintain Annual Giving records in Affinaquest and manage donor data.
• Coordinate travel, budgets, payments, and expense tracking for the team.
• Produce correspondence, reports, and presentation materials to college standards.
• Engage constituents and staff donor-facing communications and events.

Skills

Strong communication

Detail oriented

Time management

Team collaboration

Education

Associate's degree

Tools

Microsoft Excel

Salesforce

Outlook

Teams

Job description

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.

Overview

Provide administrative and operational support for the Senior Director of Annual Giving and the annual giving team. Support the Senior Director and staff across four program areas (class giving, parent giving, volunteer strategy, and annual giving).

Duties and Responsibilities

1. Provide administrative support to the Senior Director, including scheduling meetings, maintaining appointment calendars, preparing agendas and minutes, and coordinating meetings using Outlook, Teams, and Zoom. Answer phones and maintain multiple email inboxes to communicate responsively with alumni, parents, and campus partners. Exercise discretion, accuracy, and sound judgement in managing sensitive materials, confidential information, and time-sensitive workflows. (25%)
2. Manage and maintain Annual Giving records, files, and reports within Affinaquest, a shared system of record/CRM, including confidential donor, prospect, volunteer, and gift or financial information. Perform basic and intermediate computer functions that include creating, analyzing, and integrating spreadsheets; executing mail and envelope merges; recording and reconciling information in the data system, importing graphics and other information into documents; and computing and maintaining documentation of policies and procedures. Ensure the accuracy, completeness, and timely maintenance of data and materials that support annual giving operation, volunteer activity, fundraising strategy, and constituent engagement. (25%)
3. Coordinate operational and logistical support of the Annual Giving team, including reconciliation and monitoring of the office budget, tracking expenses, processing payment vouchers for select vendors, and troubleshooting issues related to departmental expenditures. Support Annual Giving staff by coordinating travel arrangements, distributing itineraries, updating contact reports, and preparing and submitting travel reimbursement documentation. (20%)
4. Produce correspondence, reports, documentation, and presentation materials through typing, word processing, formatting, use of charts, graphs, and other visuals, collating, photocopying, binding, and related production functions in accordance with department and college standards. Proofread materials for accuracy, content, language, grammar, formatting, and consistency, and help ensure that communications and documents reflect a professional standard appropriate for internal, constituent, volunteer, and donor-facing audiences. (20%)
5. Engage constituents, prospects, volunteers, alumni, students, parents, and campus partners by phone, email, web, mail, and in person. Attend, staff, and play an active role in signature college and Annual Giving Events, including Homecoming, Giving Tuesday, Friars Give, Reunion Weekend, and other programs that support donor participation, volunteer engagement, and institutional advancement goals. (10%)

MARGINAL DUTIES

1. Perform all other duties as may be required.

Education and Experience

• Associate’s degree from an accredited institution.
• Three to five years of experience as administrative support in professional environment, or an equivalent combination of education and experience.
• Curiosity and willingness to learn new technologies, tools, and systems that enhance efficiency, communication, and data management.
• Working knowledge of Microsoft Office applications, especially Microsoft Excel, and database systems such as Salesforce.
• Strong prioritization and follow-through skills.
• Takes initiative and manages multiple responsibilities effectively in a fast-paced environment.
• Highly organized, flexible, with a strong attention to detail and the ability to balance competing deadlines and priorities.
• Strong verbal and written communication skills.
• Sound professional judgment and the ability to work collaboratively as a part of a team.

Supplemental Information

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 maybe 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

DISCLAIMER

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.