Administrative Assistant Annual Giving

Providence College; Providence (RI); On-site; USD 42,000 - 52,000; Full time

Job summary

Providence College seeks an organized administrative professional to support the Senior Director of Annual Giving and the annual giving team across four program areas.

Responsibilities include calendar management, data entry in Affinaquest, travel arrangements, budget tracking, drafting correspondence, and coordinating donor communications and events.

Qualifications

• Associate's degree from an accredited institution.

Responsibilities

• Provide administrative support to the Senior Director, including scheduling meetings, coordinating calendars, and preparing agendas/minutes.

Skills

Multitasking

Prioritization

Communication

Teamwork

Attention to detail

Curiosity

Initiative

Organizational skills

Education

Associate's degree

Tools

Microsoft Excel

Salesforce

Job description

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).

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 documentations. (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.

• 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.

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

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.