Administrative Support for Institutional Advancement

SCOPE OF WORK CONTRACT

OBJECTIVE:

Under the direct supervision of the Director of Advancement Operations in Institutional Advancement, this position provides administrative and secretarial support for the Executive Director of Institutional Advancement, Director of Alumni Engagement, and fundraising staff reporting to the Executive Director. Beyond meeting preparations and daily scheduling, performs duties such as processing financial documents for payment, coordination of meetings, travel and events and working on special projects such as congressional related activities. Also, responds to non-routine inquiries and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the University. Independent judgment is required to plan, prioritize and organize diversified workloads.

JUSTIFICATION:

The office of Institutional Advancement serves the entire University community and alumni. Its mission is to engage graduates, families, friends, corporations and foundations in the goals of the University; to ensure an active alumni; and to encourage financial investment in Gallaudet’s programs and scholarships and to ensure and achieve project success. The employee possesses internal knowledge of various divisions within the University and has previous experience working with Executive level administrators.

SCOPE:

This contract will provide diversified duties including office administrative support by implementing administrative systems, procedures, and polices and monitoring administrative projects. Duties, responsibilities and activities may change at any time with or without notice. Duties require thorough knowledge of University policies and procedures. Must have sign language skills at time of hire.

PRINCIPLE ACCOUNTABILITIES:

• Provides a variety of administrative and office service support to all levels of professional, administrative, and staff members; and works closely with the Director of Advancement Operations in providing support in planning activities and goals for the department.

• Supports and implements applications designed to streamline the business process, with a particular goal of “paperless office” technologies; and works with faculty and staff to identify needs and to evaluate and implement appropriate applications.

• Assists with the retrieval, scanning and mailing of donation checks to the PNC lockbox multiple times during the week.

• Assists with coordinating major events for the division, as requested, including scheduling catering, logistics, and interpreting needs.

• Establishes and implements office procedures and systems; participates in training programs to improve office efficiency and personal skills; ensures efficient office operation and the timely and accurate completion of tasks consistent with institutional and unit deadlines; calls attention to conflicts and problems, and ensures that all work is of high quality and accuracy.

• Provides onboarding to all new staff and departmental orientation.

• Monitors departmental email box.

• Monitors voice mails left on general office number.

• Provides Workday support for division budget. Has access to view purchase orders in Workday. Serves as back up for division budget SME.

• Provides training and system support for the electronic signature systems; and maintains end user reference documentation to support training and knowledge base needs.

• Assists in maintaining electronic personnel records for IA; monitors hiring paperwork to assure that units adhere to established University policies, procedures and compensation guidelines; maintains records of staff salary ranges and pay histories; and ensures that performance reviews are handled in a timely manner.

• Assists with the coordination of campus donor visits.

• Collects and prepares presentation materials for the donor meetings and/or other significant meetings.

• Coordinates the weekly printing and mailing of gift receipts and donor acknowledgement letters.

• Coordinates the monthly mailing of first time donor kits and President Circle certificates and coins.

• Shows a genuine commitment to diversity, equity, and inclusion in the workplace; and participates in activities and workshops to foster continuous learning.

• Shows a genuine commitment to Diversity, equity, and inclusion in the workplace; and participates in activities and workshops to foster continuous learning

• Serves as a mandatory Title IX reporter; and takes annual Title IX training as part of the compliance effort.

• Establishes and maintains a positive and supportive working relationship with co-workers and supervisors.

• Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

· Experience and knowledge of how to work with upper levels of administration to gain support;

· Strong written and oral communication skills;

· Ability to provide assistance in decision-making involving functional areas that are highly confidential and politically sensitive;

· Ability and knowledge to translate technical or procedural information into specifications or action plans;

· Ability to seek out and identify problems or opportunities and take immediate action to address them;

· Experience in computer technology and software applications;

· Experience in budget management and financial reports;

· Experience in arranging flight and hotel reservations for traveler;

• Knowledge of EEO/Affirmative Action Policies and Procedures;

· Fluency in American Sign Language communication.

Report Writing Workday Financials Microsoft Office American Sign Language Translator

Project ID: #38668895

About the project