The Administrative Assistant provides office administrative support to staff and managers within the Major Gifts department.

Responsibilities of the Administrative Assistant include, but are not limited to, the following:

• Provide primary administrative support for senior level fundraisers and director. Draft/edit letters, reports, and visit briefings. Provide telephone, filing, fax and inventory support. Be discrete with confidential information at all times. Assist with internal meetings.
• Utilize Banner, Report Writer and Excel to generate and format a variety of departmental donor, giving and event reports. Complete data entry as needed for updating donor records.
• Manage the administrative functions required for the Parents' Program, including coordinating mass mailings, helping with electronic newsletter production and distribution, event planning, and volunteer stewardship. Generate appropriate reports to track giving and parent engagement.
• Coordinate the technical aspects and logistical details for events, including providing support with guest list compilation, invitation printing, addressing and mailing, response tracking and follow-up, promotional efforts, logistical arrangements, briefings, materials/packet preparation, Banner coding and guest hospitality at various events.
• Assist with logistics for travel needs of fundraisers, including transportation and hotel reservations, as well as visit preparation for each officer including donor research, visit packets, and briefings. This support may also be needed to assist donors, prospects and event speakers.
• Prepare cash expense reimbursement forms, assist with credit card reconciliations, process individual credit card reconciliation, maintain budget files, and prepare travel advances and reimbursement forms.
• Edit and draft various correspondence, briefings, proposals and mailings.
• Attend and appropriately staff division-wide events and programs for alumni, parents and friends, and participate in monthly department and divisional meetings.

Minimum Qualifications:
• High school diploma and 3 to 5 years of relevant experience required, or equivalent combination of education and experience.
• Some evening and weekend work is required as related to events.

The Administrative Assistant must:
• be able to multi-task and respond with great flexibility as priorities may shift.
• have strong organizational and planning skills, be attentive to detail, and able to follow through to task completion.
• be able to communicate clearly, both verbally and in writing, as well as edit written communications.
• be proficient in Microsoft Office Suite; Excel and Word are required. Ability to adapt to new technologies.
• be able to handle confidential matters with integrity, tact and discretion.
• be able to work within a team and communicate among different departments.
• be comfortable interacting with faculty, staff, students, donors, prospects and volunteers.

Preferred Qualifications:
• Bachelor's degree.
• Experience in higher education, fundraising or non-profit setting.
• Prior experience with SCT Banner software.

Physical Demands
ADA Statement:
Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement
Wheaton is a private coeducational liberal arts college within easy commuting distance of Boston and Providence. We have 1,600 undergraduates from 39 US States and 72 countries. More than 23.7% of our undergraduates are U.S. students of color and 13.9% are international students. Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Posting Date: 11/15/2017
Closing Date:
Open Until Filled Yes
Contact(s):
Office of Human Resources

Contact Phone/Extension: 508-286-8206
Contact Email: hr@wheatoncollege.edu
Contact Fax
Special Instructions to Candidates:

References

Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents

1. Cover Letter
2. Resume

Optional Documents

1. List of References

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