Administrative Assistant, Corporate and Foundation Relations/Planned and Estate Giving

Providence College; Providence (RI); On-site; USD 40,000 - 56,000; Full time

Job summary

Providence College seeks an organized administrative professional to support the Offices of Corporate and Foundation Relations and Planned and Estate Giving. You will manage confidential donor data, process reports, and maintain essential records to ensure efficient operation.

Responsibilities include editing communications, coordinating with marketing vendors, and supporting gift processing workflows with attention to detail and deadlines.

Qualifications

• Associate degree required.
• 3–5 years of experience in administrative support in higher education or advancement preferred.
• Working knowledge of Microsoft Office applications and databases.
• Knowledge of basic graphic design and production of marketing materials (Adobe, Canva, etc.).
• Strong prioritization skills; ability to take initiative and manage multiple tasks.

Responsibilities

• Provide administrative and operational support for the Offices of Corporate and Foundation Relations and Planned and Estate Giving.
• Manage confidential donor and prospect information and diverse administrative workflows.
• Prepare, organize, and maintain records, files, databases, and financial/accounting data.
• Serve as editor and coordinator for internal/external marketing communications and vendor relations.

Skills

Prioritization

Teamwork

Communication

Initiative

Deadline driven

Education

Associate degree

Tools

Microsoft Office

Affinaquest

Job description

Provide administrative and operational support for the Offices of Corporate and Foundation Relations and Planned and Estate Giving. Manage time-sensitive tasks confidential donor and prospect information, and a wide range of administrative workflows that enable both offices to function efficiently.

1. Prepare, organize, and maintain departmental records, files and databases including confidential donor, prospect, and gift information. Serve as an internal resource on administrative processes related to gift handling, particularly retirement plan distributions, foundation and corporate grants, and other specialized gift types. Ensure the accuracy, maintenance, and reconciliation of departmental financial accounts, process invoices and credit card payments, prepare transmittal reports and billing, and complete precise, timely data entry within the College's accounts payable system.(35%)
2. Compose and produce correspondence and reports. Perform intermediate and advanced computer functions including managing databases, creating, analyzing, integrating and importing linked spreadsheets, creating mail, envelope, and table merges, creating and editing captions, adding graphics, editing images, footnotes, endnotes, indices, and tables of content. Track and confirm database details of processed gifts to ensure accuracy and maintain donor records within Affinaquest including appropriate contact info and individuals representing corporate and foundation entities. Serve as the primary editor and point of contact for the internal marketing team and external marketing and communications vendors.(20%)
3. Execute acknowledgement processes for gifts and grants, including producing gift receipts and stewarding members of the Harkins Society through personalized correspondence and coordination of annual society events. Engage constituents, prospects, volunteers, and campus partners by phone, email, mail, and in person, address inquiries, book gifts, track internal grant approvals, and support effective communication across both offices.(20%)
4. With supervision, organize and coordinate special projects for Corporate and Foundation Relations, including presentations, foundation site visits, letters of inquiry and grant applications, grant stewardship and impact reports, newsletters, education programs, and special events. Assist with corporation and foundation prospect research using databases and online resources, providing accurate and timely support for fundraising strategies and institutional partnerships.(20%)

1. MARGINAL DUTIES:
   1. Answer phones, greet, and direct visitors to appropriate areas or persons.(5%)
   2. Perform all other duties as maybe required.

• Associate's degree from an accreditedinstitution.
• Three to five years of experience as administrative supporting higher education or advancement, or an equivalent combination of education and experience.
• Working knowledge of Microsoft Office applications and databasesystems.
• Knowledge of, or a drive to learn, basic graphic design and the production of marketing materials in accordance with institutional brand guidelines (Adobe, Thank View, e.g.)
• Strong prioritization skills
• Ability to take initiative and manage multiple tasks effectively.
• Ability to work collaboratively as part of ateam.
• Strong verbal and written communication skills.
• Consistently meets deadlines.

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.