Location
Job Type
Category
Description
The Administrative Assistant, Annual Support Programs (ASP) is responsible for providing assistance and support to the Annual Support Programs staff, including the Director and Assistant Director. The Administrative Assistant reports to the Director of Annual Support Programs and is primarily tasked with administering the operational aspects of the University’s Call-A-Ranger phonathon; assisting with the production of mailings; assisting in budget management and tracking of the Annual Support Programs' consumables and phonathon budgets; completing general office management-related duties; responding to donor inquiries and concerns as appropriate; and performing other duties as assigned. Access to sensitive materials assumes a high degree of confidentiality. Evening and some weekend work will be required on occasion.
Job Requirements
Major Duties & Responsibilities:
The duties and responsibilities of this position include, but are not limited to:
• In conjunction with the Director and Assistant Director, administers the daily operational aspects of the Call-A-Ranger calling program: (30%)
o Prepares pledge letter mailings during and after call sessions;
o Processes payroll for student employees and provides regular updates to Assistant Director on salary expenses;
o Acts as a liaison with the offices of Student Employment and Payroll;
o Provides administrative support for the recruitment and training of callers;
o Assists the Assistant Director and Director with pre-calling planning and tasks;
o Attends weekly phonathon meetings during call sessions;
o Works closely with the Assistant Director for the management and oversight of the program;
o Assists the National Phonathon Director with administrative needs;
o Other phonathon duties as assigned
• In conjunction with the Director and Assistant Director, assists with the production of mailings, projects and programs: (25%)
o Initiates, manages, and executes all aspects of print jobs, including preparing and stuffing mailings when needed; works with the Copy and Print Center to execute mailings;
o When needed, assists in project development and review;
o When needed, assists with data manipulation in preparation for mailings;
o Supports annual programmatic work and events;
o Other mailing duties as assigned
• With direction from the Director and Assistant Director, assists in budget management and tracking: (25%)
o Enters and tracks expenditures against ASP consumables and ASP phonathon salary budgets in spreadsheets;
o Provides Director with budget balance update and budget report on a monthly basis;
o Works with department colleagues to track and manage budget;
o Maintains all ASP budget documents and records;
o Other budget duties as assigned
• With direction from the Director and Assistant Director, completes general office management-related duties: (10%)
o Places general office supply orders;
o Drafts documents to final form, including, but not limited to, letters, proposals, memos, invitations, agendas, meeting minutes and other correspondence as assigned;
o Files, copies, scans and organizes ASP documents;
o Folds, stuffs and prints labels for various print/mail pieces and projects;
o Maintains current inventory of office supplies and paper/mailing supplies;
o Other general office duties as assigned
• Responds to donor inquiries and concerns as appropriate (5%)
• Performs other duties and projects as assigned (5%)
o Assists with the oversight of student work-studies;
o Represents the Department of University Advancement at University events and alumni functions
Minimum Qualifications:
• High School Diploma and 2-3 years of related job experience
• Strong organizational and communication skills, including the ability to communicate effectively and regularly both orally and in writing
• Ability to think strategically and analytically
• Strong project management skills; ability to manage multiple projects simultaneously, working both independently as well as part of a team
• Skilled at establishing and maintaining harmonious relations with other staff, volunteers, students, and faculty
• Strong initiative, creativity, attention to detail, organization, and flexibility
• Ability to meet deadlines and work under pressure
• Experience using Microsoft Word, Excel, Outlook, and Power Point
• Commitment to the vision, mission and values of Regis University as well as to the goals and work of the Office of Annual Support Programs
Preferred Qualifications:
• Bachelor’s degree
• Two or more years of experience in higher education telephone fundraising and/or development
• Experience in higher education
The duties and responsibilities of this position include, but are not limited to:
• In conjunction with the Director and Assistant Director, administers the daily operational aspects of the Call-A-Ranger calling program: (30%)
o Prepares pledge letter mailings during and after call sessions;
o Processes payroll for student employees and provides regular updates to Assistant Director on salary expenses;
o Acts as a liaison with the offices of Student Employment and Payroll;
o Provides administrative support for the recruitment and training of callers;
o Assists the Assistant Director and Director with pre-calling planning and tasks;
o Attends weekly phonathon meetings during call sessions;
o Works closely with the Assistant Director for the management and oversight of the program;
o Assists the National Phonathon Director with administrative needs;
o Other phonathon duties as assigned
• In conjunction with the Director and Assistant Director, assists with the production of mailings, projects and programs: (25%)
o Initiates, manages, and executes all aspects of print jobs, including preparing and stuffing mailings when needed; works with the Copy and Print Center to execute mailings;
o When needed, assists in project development and review;
o When needed, assists with data manipulation in preparation for mailings;
o Supports annual programmatic work and events;
o Other mailing duties as assigned
• With direction from the Director and Assistant Director, assists in budget management and tracking: (25%)
o Enters and tracks expenditures against ASP consumables and ASP phonathon salary budgets in spreadsheets;
o Provides Director with budget balance update and budget report on a monthly basis;
o Works with department colleagues to track and manage budget;
o Maintains all ASP budget documents and records;
o Other budget duties as assigned
• With direction from the Director and Assistant Director, completes general office management-related duties: (10%)
o Places general office supply orders;
o Drafts documents to final form, including, but not limited to, letters, proposals, memos, invitations, agendas, meeting minutes and other correspondence as assigned;
o Files, copies, scans and organizes ASP documents;
o Folds, stuffs and prints labels for various print/mail pieces and projects;
o Maintains current inventory of office supplies and paper/mailing supplies;
o Other general office duties as assigned
• Responds to donor inquiries and concerns as appropriate (5%)
• Performs other duties and projects as assigned (5%)
o Assists with the oversight of student work-studies;
o Represents the Department of University Advancement at University events and alumni functions
Minimum Qualifications:
• High School Diploma and 2-3 years of related job experience
• Strong organizational and communication skills, including the ability to communicate effectively and regularly both orally and in writing
• Ability to think strategically and analytically
• Strong project management skills; ability to manage multiple projects simultaneously, working both independently as well as part of a team
• Skilled at establishing and maintaining harmonious relations with other staff, volunteers, students, and faculty
• Strong initiative, creativity, attention to detail, organization, and flexibility
• Ability to meet deadlines and work under pressure
• Experience using Microsoft Word, Excel, Outlook, and Power Point
• Commitment to the vision, mission and values of Regis University as well as to the goals and work of the Office of Annual Support Programs
Preferred Qualifications:
• Bachelor’s degree
• Two or more years of experience in higher education telephone fundraising and/or development
• Experience in higher education