Administrative Assistant

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

The Philanthropy department within the division of External Relations and Institutional Advancement (ERIA) is responsible for supporting the College operations in soliciting gifts from alumnae, parents, friends, and others. The Administrative Assistant supports the philanthropy team in solicitation and measuring of fundraising progress with alumnae, current parents, forever families, and other strategic constituencies.

This position serves as a key operational partner to the Annual Giving (AG) and Major Gifts (MG) teams and plays an important role in ensuring the success of donor engagement and fundraising initiatives. The Administrative Assistant proactively manages processes, systems, and communications that support fundraising activity, helping the team remain organized, responsive, and focused on strategic priorities.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

Team Administrative Duties

• Supports the Annual Giving and Major Gifts teams, proactively supporting workflow, tracking priorities, and helping ensure key projects and initiatives move forward on schedule.

• Process expense reporting and reconciliation for the AG and MG teams, including processing mileage reimbursements, reconciling P-cards, organizing receipts, and maintaining accurate financial documentation.

• Pull monthly budget reports for the AG and MG programs during the final week of each month and distribute summaries to department leadership.

• Partner with AG and MG Directors to identify and track Key Performance Indicators (KPIs) for fundraising activity and develop appropriate tools to manage, measure, and analyze this data across programs and campaigns.

• Collect, sort, and distribute mail.

• Monitor and manage shared Scripps Fund and Major Gifts email inboxes and ensure timely responses or routing of inquiries to appropriate team members.

• Provide general coordination support to ensure team projects, timelines, and deliverables remain on track, helping staff manage priorities and meet key deadlines.

Meeting Support and Coordination

• Calendaring support for the Director of Leadership Annual Giving and The Scripps Fund and the Director of Major Gifts and for regular team meetings.

• Help organize meetings, including tracking, creation, and distribution of agendas and minutes.

• Assist with preparation of meeting materials, reports, and supporting documentation for internal planning meetings and donor strategy discussions.

• Participate in team meetings to help track action items, provide operational insight, take meeting minutes, and ensure follow-up on key next steps.

Data Management, Donor Engagement, and Solicitation Support

• Draft a variety of donor correspondences including invitations, meeting follow-ups, and solicitation communications.

• Provide high-quality service through direct communication with donors and prospects by email, phone, events, and text as needed.

• Assist with reports, proposals, pledge and gift processing forms, gift agreements, and related documentation.

• Assist with data entry and updates in the CRM fundraising database, Raiser’s Edge NXT.

• Partner with AG and MG teams on data management tasks including data requests and intake meetings with Advancement Operations, managing VIP exclusion lists, coordinating list requirements for solicitations, and preparing data for outreach.

• Support ERIA events and offer excellent customer service to constituents in face-to-face, phone, and virtual environments.

• Prepare detailed advance biographical materials and donor profiles for visits or events with prospective donors. Acquire relevant donor research data from in-house and online databases.

• Generate weekly donor and prospect lists for Leadership Annual Giving Officers and Major Gift Officers based on geographic regions or outreach priorities and distribute each Monday.

• Pull targeted donor outreach lists twice monthly, including reunion classes and priority engagement segments.

• Assist with planning and execution of Annual Giving solicitations, including coordinating in-house mailings and supporting outreach initiatives.

• Maintain inventory of solicitation materials, donor engagement collateral, and stewardship pieces used by the Annual Giving and Major Gifts teams.

• Maintain and monitor applicable solicitation permits to ensure compliance with institutional fundraising requirements.

• Prepare and maintain donor briefing packets and related materials to support Leadership Annual Giving and Major Gift Officer meetings and visits.

Donor Stewardship and Engagement Support

• Support stewardship efforts for Annual Giving and Major Gifts by assisting with acknowledgement materials, coordinating donor thank-you communications, and preparing stewardship outreach.

• Draft stewardship emails and communications to recent donors in coordination with team leadership.

• Assist with tracking donor outreach and engagement activities to help ensure timely follow-up and strong donor relationships.

• Active support for the College's Principles of Community and Institutional Values in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Demonstrated ability to handle and maintain the confidentiality of sensitive information with discretion and in accordance with organizational policies and applicable laws.

• Experience with, and ability to learn and become proficient in CRM database (Raiser’s Edge NXT), Microsoft Office, GiveCampus, online databases, internet search engines, and communication platforms (MailChimp).

• Attention to detail especially in donor communications.

• Ability to manage workflow and determine procedures and priorities for own work.

• Strong organizational and project coordination skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Ability to anticipate team needs, identify process improvements, and proactively contribute solutions that enhance team effectiveness.

• Advanced proficiency with word processing and other software applications (e.g., mail merge, Excel, PowerPoint, tables, charts, presentations, etc.)

• Strong organizational and project coordination skills with the ability to manage multiple projects simultaneously.

• Demonstrated ability to work collaboratively in a team environment and support fundraising staff in achieving shared goals.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Graduation from high school or any combination of education, training and experience that provides the required knowledge, skills, and abilities of the position.

Three to four years of increasingly responsible related experience is preferred, preferably in an educational institution.

LICENSES / CERTIFICATES:

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, benefits-eligible, non-exempt position.

The regular hours of this position are 8:00 am-5:00 pm Monday-Friday. Hours may vary due to the needs of the College or the department, including some over-time and weekends as needed.

Hourly rate range: $20.00-$22.25. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.