Executive Administrative Assistant to the Vice President for Advancement

Posting Information

Posting Information

Position Title Executive Administrative Assistant to the Vice President for Advancement

Position Type Staff

FTE

1.0

General Employment Period

Year Round

General Work Schedule (days of week)

M-F

General shift hours

8:00-5:00

Benefits Eligible? Yes

Job Summary/Basic Function

The Administrative Assistant is a central part of the Advancement Division. The primary responsibilities of the Administrative Assistant are to provide professional support to the Vice President for Advancement, Directors of Development, Annual Giving, and Advancement Operations, and broader operational support of the entire Office of Advancement.

PROVIDE PROFESSIONAL ADMINISTRATIVE SUPPORT – 70%

• Scheduling – Vice President for Advancement
• Schedule and maintain the Vice President’s daily, weekly, monthly, and annual calendar.
• Arrange appointments and set up itineraries for local and/or national donor visits, conferences, and professional development. Including VP + President (or other college officials) when required, in collaboration with Executive Assistant (or other appropriate administrative staff).
• Donor visit arrangements include contacting the donor, confirming meeting time and location, preparing donor materials for the Vice President, and, if necessary, making flight, hotel, and/or car reservations and providing maps.
• For virtual meetings, set up and confirm that the meeting platform is scheduled appropriately, that both the VP (President or others) and donor have the correct access link and credentials, and that time zones have been factored in.
• Conference and professional development (virtual or in-person) arrangements include completing registrations, assembling meeting materials, making flight, hotel, and/or car reservations, and providing maps.
• Schedule, arrange, and send out invites for all recurring meetings on behalf of the Vice President:
• Management – (bi-monthly)
• Advancement Team Meeting – (bimonthly)
• One-on-ones with direct reports – (bimonthly)
• Prospect Management – (monthly)
• Others, as required or requested
• Schedule and arrange the Vice President’s direct reports and annual personnel evaluations.
• Provide General Administrative Assistance to Advancement Directors
• Reconcile all P-Cards monthly for Vice President and Directors.
• Support Directors as needed in various projects by conducting research, gathering information, creating materials, and preparing presentations or reports.
• Assist in planning and organizing various events, meetings, and other special occasions as requested.
• Board of Regents
• Prepare, in conjunction with Vice President, Board of Regent materials including:
• Board of Regent Advancement Board Report – following the board schedule
• Board of Regent cumulative giving report(s) – update monthly
• Annual Regent Giving Reports and Cover Letters
• Annual Board Challenge Request Letters
• Advancement Benchmark Reports
• Potential Board Member List(s)
• In conjunction with the Executive Administrative Assistant for Enrollment and the Vice Presidents of Institutional Advancement (Advancement, Enrollment, and Marketing), collate and submit to the President’s Office the Institutional Advancement Board upon completion.
• Provide backup support for taking minutes at the Institutional Advancement Committee meeting as needed.
• Compile, maintain, and store a Board Book for the Vice President of Advancement.
• Maintain an accurate/ongoing Board List and provide updates to the Alumni Records Coordinator as needed.
• Communication, Reports, and Other
• Compose and/or proofread, edit, and update letters, emails, invitations, reports, or marketing pieces, which require the use of judgment and initiative and reflect clarity and appropriateness of style.
• Send email correspondence on behalf of the VP when requested.
• Use Banner, Cognos, Blackbaud, Cobber’s Connect (Almabase), and Canva to pull and prepare various reports, enter contacts, and create proposals as the VP requires.
• Track budgets and manage journal transfers to appropriate FOAPs when necessary.
• Collect and maintain annual Understanding of Confidentiality forms for the division.
  
  

PROVIDE HOSPITALITY AND SUPPORT FOR THE ADVANCEMENT OFFICE – 30%

• Hospitality and Office Support
• Provide a warm welcome and hospitality to the public and direct our donors, alumni, and guests to the appropriate people or places.
• Process all (physical) gifts into batches following best practice guidelines in accordance with gift accounting:
• Code each gift item with Banner ID and solicitation code if applicable.
• Make copies of needed gift documentation to be included in the batch.
• Prepare batch sheet and adding tape to give to gift accounting for data entry.
• Check for address/phone/contact updates on each gift item and flag if record updates are necessary.
• Maintain front desk operations.
• Assist in answering the main Advancement Office phone line and triage incoming calls to the appropriate people or departments.
• Assist with the mail run and gift receipting as needed.
• Help with records updates.
• Offer supervision to student workers when needed.
• Shared responsibility for the timely opening and closing of the Advancement Office each day.
• Shared responsibility for a clean work room and break room.
• Scheduling and Calendars
• Schedule, reserve location, arrange catering and/or menus, and send notices/invites for:
• Advancement Office or Management Meetings
• Advancement or Management Retreats
• Special Advancement Gatherings or Celebrations
• Coordinate and compile the annual calendar request from the President’s Office.
• Maintain and schedule Advancement conference rooms.
• Coordinate the use of the Vice President’s dedicated car
• Checking in/out and ensuring proper documentation is tracked for the motor pool
• Provide Zoom scheduling, hosting, and technical support for Advancement meetings and events.
• Participate as a member of Advancement Division
• Contribute to developing programs, projects, and initiatives through which annual goals are achieved in addition to other duties as assigned.
  
  

Education/Experience

Minimum Qualifications

Required

• Three to five years of administrative support or customer service-related field
• Microsoft Office: Word, Excel, PowerPoint, Outlook
• In-depth knowledge of office practices and procedures
  
  

Preferred

Preferred Qualifications

• Five years of experience
• Ability to effectively schedule, run, and support Zoom platform
• Database and query experience
  
  

Open Until Filled Yes

Screening Begins 10/01/2024

Benefits

Concordia College is proud to offer numerous benefits to its employees, including

• Health Insurance
• Flexible Savings Account
• Vision Insurance
• Dental Insurance
• Preventative Chiropractic Program
• Retirement Plan
• Long-Term Disability Insurance (full-time only)
• Life Insurance (full-time only)
• Planned Time Off ( PTO ) starting at 18 days/year
• 13 paid holidays including the time off in between Christmas and New Year
• Paid parental leave
• Extended Illness Benefit ( EIB )
• Up to 100% tuition with discounts and scholarships at Concordia College and Concordia Language Villages.
• Up to 50% tuition discount with Oak Grove Lutheran Schools
• Up to 100% tuition discounts with participating partners: CIC - TEP , ELCA schools, and Tuition Exchange Inc.
• Perks: access to athletic facilities, library, fitness classes, athletic events, theatre events, purchase dining on campus, free MAT bus rides
  
  

EEO/AA Statement

Concordia College will not discriminate against or harass any employee or applicant for employment because of race, color, creed, sex, religion, national origin, age, veteran’s status, disability, genetic information, sexual orientation, gender identity, marital status, familial status, public assistance status, membership or activity in a local human rights commission, or any other legally protected status.

Special Instructions to Applicants

Employment Contingencies Background Check

Location Moorhead