Department/Division: Center for Philanthropy & Alumni Engagement
Title: Administrative Specialist for Annual Giving
Classification: J – Administrative Specialist
Status: Full-Time, Non Exempt, Replacement
Work Schedule: Typically Monday through Friday 8:30 a.m. to 5:00 p.m.
Job Summary: Reporting to the Director of Annual Giving, the Administrative Assistant for Annual Giving provides administrative support and office oversight for the Office of Annual Giving (60%) and the Center for Philanthropy (40%).
Essential duties, tasks and responsibilities: The following duties are not to be considered a complete list of duties and responsibilities assigned to this position.
Provide support for the Office of Annual Giving:
Manage the Annual Giving main phone line and general email account including answering and routing calls and email messages
Maintain the office supply inventory/order supplies for Annual Giving, including procuring phone center supplies as needed
Process all Annual Giving invoices, including tracking expenses and filing documents
Coordinate in-house Annual Fund mailings such as matching gift letters and Thanksgiving cards; assist with other direct mailings as needed
Assist with Annual Fund emails as needed
Coordinate logistics for Annual Fund and stewardship events such as the James Wallace Dinner and holiday reception for consecutive donors
Provide administrative support for all Annual Fund programs such as the volunteer program and Heart of BW faculty/staff campaign, including updating information, preparing lists, assembling mailings, stewardship efforts and donor tracking
Schedule departmental and other meetings including reserving rooms and coordinating meals and refreshments
Proofread documents, invitations, publications, etc. as needed
Other duties as assigned
Provide support for the Center for Philanthropy:
Provide support for the Vice President for Philanthropy & Alumni Engagement including scheduling meetings, coordinating travel, completing expense reports and other tasks as assigned
Serve as the receptionist for the Center for Philanthropy
Manage the main phone line including answering calls professionally, routing calls and changing voicemail greetings as necessary
Distribute mail for the Center for Philanthropy team
Route walk-in gifts to appropriate staff member or function
Maintain office supply inventory, including general supplies, letterhead, envelopes, etc.; order supplies in a timely manner
Maintain resource center(s) within the Center for Philanthropy
Maintain office technology, including being knowledgeable about the equipment, making service calls, ordering necessary supplies, etc.
Submit work orders to University offices for maintenance and other needs
Assign/remove electronic door access for staff as needed
Assist with projects for philanthropy advisors, such as the coordination of events and mailings, including mail merges, printing letters, ordering supplies, sending out mailings and invitations, taking registrations, producing name tags, updating Raiser’s Edge, etc.
Procure information and be knowledgeable about events within the Center for Philanthropy & Alumni Engagement (alumni events, donor events, etc.)
Process all departmental invoices, including tracking expenses and filing documents accordingly
Maintain expenses for multiple accounts
Schedule meetings including reserving rooms and coordinating meals and refreshments
Other duties as assigned
High school diploma or GED required; Associate’s or Bachelor’s degree preferred
Two to five years of experience as an office manager or administrative assistant required; experience in development and/or higher education preferred
Strong computer skills with Microsoft Office required, including working with spreadsheets, completing merges, etc. required
Experience with Raiser’s Edge, NetCommunity and Blackboard (or similar platforms) preferred
Strong writing and proofreading skills
Ability to communicate in a friendly yet professional manner with a variety of colleagues and constituents
Values a team environment and collaboration
Ability to plan, implement, and prioritize multiple tasks and projects; highly organized with keen attention to detail; ability to manage time effectively
Self-starter; takes initiative; ability to work without close supervision
Strong appreciation for Baldwin Wallace University, its mission and values
Upholds the Code of Ethical Standards and the Donor Bill of Rights as outlined by the Association of Fundraising Professionals
Ability to handle confidential information appropriately
Strives to maintain a sense of humor
Some evening and weekend work required
Must hold a valid driver’s license
Working Conditions and Physical Requirements:
Work is normally performed in a typical interior/office work environment. No or very limited physical effort required. No or very limited exposure to physical risk.
About Baldwin Wallace University
Founded in 1845, Baldwin Wallace University prides itself on being one of the first colleges to admit students without regard to race or gender. Affiliated with the United Methodist Church, the college blends the hallmarks of a traditional liberal arts education with an emphasis on professional and career preparation.BW operates on a semester calendar and offers the following degrees: Bachelor of Arts, Bachelor of Science, Bachelor of Science in Education, Bachelor of Music and Bachelor of Music in Education and an accelerated Bachelor of Science in Nursing. More than 60 programs of study are available to traditional underclassmen. The University also offers evening and weekend programs and graduate degrees in business administration, education and medical science.Baldwin Wallace is located among the tree-lined streets and picturesque homes of Berea, Ohio. The campus is just 20 minutes from Public Square in Cleveland, and all the resources of a major metropolitan area.Students say the greatest strength of Baldwin Wallace is excellent teaching. Classes are small—averaging 19 students—and are taught by experienced faculty who can provide the individual attention and guidance that helps a student to reach his/her potential.