TITLE: ADVANCEMENT ASSOCIATE
DEPARTMENT: OFFICE OF INSTITUTIONAL ADVANCEMENT
REPORTS TO : DIRECTOR OF INSTITUTIONAL ADVANCEMENT (DIA)
SUPERVISES : EXTERNAL VENDORS, TEMP STAFF, AND OTHER AS NEEDED
LAST UPDATED: August 27, 2021
SUMMARY OF RESPONSIBILITIES
The incumbent provides a wide range of office management and administrative support to the Office of Institutional Advancement (OIA), which requires excellent verbal and written communication skills, a high level of professionalism, and adherence to ethical and confidential standards critical for donor relations. Additionally, the incumbent is responsible for the department’s general administrative needs, data entry, and gift processing; assistance with event coordination, implementation; and follow-up; and processing routine financial paperwork. The incumbent performs a wide range of basic to complex administrative, operational, donor relations, and management support tasks/functions that require excellent organizational, communication, and problem-solving skills. The incumbent works in concert with a collaborative team that requires flexibility in an environment where priorities may shift based on donor and leadership needs. The incumbent supports IAIA’s mission, vision, and core values.
ESSENTIAL POSITION FUNCTIONS
- Perform a wide range of donor relations and administrative functions, which range from basic to complex, and include but are not limited to the following responsibilities:
- Provide administrative assistance to OIA Director by preparing correspondence, managing the calendar, and answering the phone when Director is not available.
- Prepare and process purchase orders, check requisitions, travel forms (authorization, voucher, and reimbursement), employee, and professional service contracts.
- Create and manage effective filing system for departmental records. File gift and donor agreements, manage incoming and outgoing mail, and deliver donor documents and correspondence. Upload visit reports, agreements, donor research, and other documents to donor records in the database.
- Maintain record of all correspondence and action documents requiring timely reply or action.
- Communicate with Foundation Board via email and phone, prepare Foundation Board meeting packets and manage completion of meeting minutes with the Foundation Secretary, Board Chair, and OIA Director. Maintain Board Book as required by auditor and IRS regulations.
- Maintain OIA calendar and manage meeting schedule, including departmental and cross-functional meetings.
- Coordinate all travel logistics (transportation, accommodations, reimbursements, and so on) and manage offsite meetings for OIA staff, consultants, visitors, and other designees.
- Independently prepare correspondence and other written documents for review by the OIA Director.
- Maintain inventory of office supplies.
- Maintain an index of all departmental and donor-related files, ensuring that information is filed in a timely manner both in hardcopy and digitally in the donor database.
- Respond to office visitors and telephone or electronic inquiries. Answer the department’s main and toll-free extension, providing appropriate and adequate information to all internal and external constituents and/or directing constituents to the appropriate contacts or departments.
- Maintain informational and fundraising materials and packets, ensuring an adequate supply of materials available for donor outreach, cultivation, and stewardship.
- Complete data entry and gift processing, which include but are not limited to the following responsibilities:
- Enter gift data in the database.
- Assist with entering IAIA Foundation financial transactions in Foundation financial software.
- Process gift transactions, including printing and mailing acknowledgement letters.
- Prepare regular reports for the OIA Director.
- Organize or assist with events, which includes but is not limited to the following responsibilities:
- Coordination of special events, presentations, and other programs for external and internal participants or groups.
- Organize tours, class visits, student introductions, and/or other arrangements for visitors.
- As directed may interact directly with volunteers and donors to facilitate their participation.
- Provide budget administration support
- Provide a wide range of coordination and support functions which include, but are not limited to the following
- Complete projects and/or tasks assigned by OIA Director.
- Assist in printing and production of OIA brochures, reports, or other collateral materials as directed.
- Perform other duties as required
- Creates, manages or assists with production of donor and prospect communications, such as event invitations, annual fund initiatives, event media, e-newsletters, and printed materials.
- Maintains a photo gallery in conjunction with departmental communications.
REQUIRED EXPERIENCE AND EDUCATION
Must have a BA degree, plus 3 or more years of experience preferably in a non-profit, arts and culture, museum, or college environment. Must be proficient in word processing or typing, Internet searches, mail and email list creation, and Microsoft Office computer applications (Word, Excel, Powerpoint). Some working experience with email marketing software, such as Constant Contact or MailChimp. Familiarity with the work of a donor-centered fundraising or membership program.
PREFERRED: Experience working in an advancement, membership, or fundraising department or organization. Experience in post-secondary education and working with American Indian and/or Alaska Native cultures.
REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES
- Thorough and demonstrated knowledge of modern office practices and procedures.
- Demonstrated experience in using database management systems.
- Demonstrated experience in using standard office equipment and computers.
- Demonstrated experience in using Microsoft Office products.
- Ability to prioritize work and manage multiple tasks, while being flexible to adapt to changing needs.
- Strong interpersonal skills in interacting with diverse communities and the public.
- Excellent organizational skills and demonstrated ability to work in a fast-paced environment.
- Excellent verbal and written communication skills.
- Ability to set and meet deadlines.
- Ability to establish effective working relationships with all levels of personnel within the Institute and with external constituents.
- Skill and ability to complete multiple tasks in an accurate and timely manner in an energetic environment marked with frequent interruptions.
- Ability to collaborate and resolve conflicts in a constructive manner.
- Able to adhere to standards of conduct and ethics, including confidentiality, integrity, and honesty.
- Ability to demonstrate a pleasant, courteous, and professional presence at all times.
- Ability to work without close supervision to begin projects independently (or as assigned) and to bring projects (or assignments) to conclusion on a timely basis.
- Ability to work occasional evening and weekend hours.
- Work is primarily performed in an office environment, desk job, with attendance required for outside activities to include fundraising events, special events, and other job related venues.
- Able to independently move/maneuver/carry items weighing up to 25 lbs. (i.e. printed materials, art works).
- Ability to read and interpret basic to complex data/information/guidelines/procedures related to Institutional Advancement and administrative information.
- Performance evaluation will include assessment of performance of job duties as described herein.
- Ability to proficiently use a computer station, software, hardware, and standard peripherals.
- Ability to sit for extended hours at work stations to complete essential functions.
- Position may be exposed to dust, paint fumes, and/or particulates typically found at a fine arts college.
- Ability to perform other duties as assigned.
- Management has the right to revise this job description at any time, with or without notice.
- This job description does not list all the duties of the job.
- The job description is not a contract for employment.