The primary purpose of the Administrative Assistant for Planned Giving is to provide the support skills necessary for the Colgate Planned Giving program and to provide support for the 50th Reunion Giving Program. Additional accountabilities include:
Assist the Associate Vice President, Institutional Advancement, Director of Planned Giving, and the Associate Directors of Planned Giving in their efforts to promote and market the planned giving program at Colgate.
Responsible for the flow of all documents/correspondence for the Office of Planned Giving by performing work assigned.
Performs general administrative support duties as required, including electronic filing, answering phones, preparing correspondence, monitoring the budget, and maintaining office material supplies.
Coordinate all travel and transportation arrangements for supervisors and schedules meetings with donors, volunteers and staff.
Compile correspondence, reports, and support documentation.
Provide various data reports, profiles, giving records, and spreadsheets from the university database system.
Prepare, organize and distribute materials for staff, donors and volunteers.
Coordinate bi-annual Planned Giving Committee meetings, annual Willow Society Reception and coordinate the production, mailing and follow up for marketing materials including the Willow Society Newsletter.
Support for the 50th reunion program will include event planning and arrangements, support for class volunteers, preparation of multiple mailings targeting class solicitations for the class gift, preparation of gift reports and spreadsheets tracking gifts, pledges, challenges, matching gifts, solicitations as requested for reunion gift stewardship and gift acknowledgments.
Overall responsibilities will include coordination of the daily operations of the department. Specific accountabilities include:
Greet visitors and ensure the reception area creates a welcoming environment;
Ensure efficient execution of administrative procedures and processes central to the department;
Respond promptly to requests for information and make referrals to other resources as appropriate;
Manage calendars, itineraries, contacts, and correspondence of department;
Coordinate with vendors and service providers; assist with onboarding new employees, and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating purchase orders and requisitions, and submitting for timely payment.
Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and room scheduling and service requests, as required.
May coordinate work and schedules of student or casual wage employees, as assigned, including processing web time-entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees, and other work unique to the Division of Institutional Advancement and the Planned Giving Department, which could include reviewing estate and financial documents.
High school diploma or equivalent required.
Requires tact, patience and sensitivity when dealing with a wide variety of personalities.
Must be an organized individual who is able to work well under deadline pressures and work independently.
Must be capable of working with both the internal and external Colgate community on a daily basis.
Attention to detail and confidentiality imperative.
Must be competent in use of Microsoft Office software applications including Word, Excel and Outlook.
An understanding of public relations a plus.
Experience with RENXT, BBNC, PowerPoint and Google Docs a plus.
Associate’s degree and two years of administrative or legal assistant experience preferred.
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.
Internal Number: 2665
About Colgate University
Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students and faculty in local, national, and global communities.