Administrative Assist Annual Giving & Alumni RElations

With the launch of Providence College’s most ambitious comprehensive campaign, there has never been a more exciting time to join its Institutional Advancement team. Building on the tremendous momentum PC has garnered over recent decades, a $300 million campaign marks an opportunity for the entire PC community to support College President Rev. Kenneth R. Sicard O.P.’s bold vision for the future – in which PC will take its place among the most renowned and highly respected liberal arts colleges in the country. The campaign will usher PC into a new era of innovation and excellence by strengthening academic programs, building a best-in class student experience, enhancing athletics, and making a PC education financially accessible. This is a unique opportunity to collaborate with the Advancement team at a momentous occasion in PC’s history.

This position will provide administrative support to the Assistant Vice President for Annual Giving and Alumni Relations as well as the Director of Alumni Relations and members of the Alumni Relations team.

1. Prepare and provide the Assistant Vice President and the Director with strategic information for decisions to be executed.  Produce correspondence, memos and reports, including the tracking of results/metrics towards goals; assist in the development of donor proposals and gift agreements, compile information from different sources, and prepare agendas for a variety of meetings.  Create and modify presentations and materials for meetings.  Maintain filing systems, including confidential files.  Maintain records, locate files, documents, and other information as necessary.  Interface with external constituencies, including alumni leaders, and outreach as needed. Efficiently handle scheduling, calendar management, and travel arrangements to ensure smooth operations. Provide administrative support, including answering the phone, mailing tasks, and manage credit card reconciliation. (30%)
2. Provide support for programs and events executed by Alumni Relations team members including the development of event listings and management of registrations through the event management platform, creating campaigns and managing tracking in CRM, preparing event/meeting materials (i.e. nametags, rsvp lists), assisting with logistical coordinator and handling appropriate post-event follow up and tasks.   (20%)
3. Collaborate with the Director of Alumni Relations to support the work of the National Alumni Council including but not limited to coordinating the logistics for annual nominations and awards, council meetings and events, and regular communication with council members.  Interface with Council leadership and members as needed and provide on-site support at meetings and council sponsored events as needed.   (15%)
4. Work proficiently within the department’s CRM system including constituent lookup, creating reports, dashboards, and campaigns.  Actively import data into the CRM as well as performing exports of information needed.     Serve as the main point of contact for all CRM reporting needs from the Assistant Vice President, Director, and Alumni Relations team members.   Train other support staff as needed in CRM system as it pertains to the work of the Alumni Relations department.   (15%)

MARGINAL DUTIES:

1. Answer phones and greet and direct visitors to appropriate areas or persons.    Sort, open, and distribute individual or departmental incoming mail and prepare outgoing mail.  (5%)
2. May, with supervision, organize and coordinate special projects, including presentations, education programs, and special events.  May identify and make recommendations for additional or modified departmental systems.   (5%)
3. Attend functions and events as directed, including weekends and evenings.  (5%)
4. Perform all other duties as may be required.

• High School education or equivalent.  
• Three to five years of related experience or an equivalent combination of education and experience.  Experience working in the development field preferred.
• Working knowledge of Microsoft Office applications (including Word, Excel, InDesign, and PowerPoint) and database systems.
• Excellent organizational and decision-making skills.
• Strong verbal and written communication skills.
• Ability to interact with alumni, parents, faculty, and staff, as well as other members of the community.
• Ability to work under deadline pressure and to prioritize assignments while juggling multiple tasks.
• Attention to detail and high level of accuracy.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER:  This job description indicates the general nature and level of work expected of the incumbent.  It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent.  Incumbent may be asked to perform other duties as required.