Senior Administrative Assistant, Development
Santa Clara University
Department: Development Individual Giving
Part Year: No
FLSA Status: Non-Exempt
Standard Hours (hours per week): 40
Reporting to the Development Coordinator, the Senior Administrative Assistant provides a full-range of administrative support and assistance to the Associate Vice President, Development (AVP), the Executive Director, Major Gifts (ED) and a team of Development Directors tasked with generating campaign and general financial support for the University. The Senior Administrative Assistant will work to ensure that the AVP, ED and the development team receive the highest level of operational and strategic support possible. Working closely with the AVP, ED, and the Development Coordinator, the Senior Administrative Assistant is responsible for day-to-day administrative needs, along with the needs of the development unit.
Essential Duties and Responsibilities:
1. Support for AVP of Development
a. Provide advanced, diversified and confidential administrative support to the AVP.
b. Provide complex calendar management including scheduling and logistics of prospect, donor and internal constituent visits and events. Independently prioritize calendar activity requests and effectively and respectfully coordinate with a range of individuals.
c. Proactively manage materials and information related to the AVPs schedule and provide relevant information and materials in advance of meetings.
d. Assist AVP with the SCU Board of Regents meetings and activities, including preparation, meeting arrangements, correspondence, presentations and minutes.
e. Prepare and edit correspondence, communications, presentations and other documents for review and signature of AVP. Monitor, respond to and distribute incoming communications as appropriate.
f. Schedule and coordinate travel arrangements, including developing itineraries and assembling travel packets.
g. Prepare and reconcile all reimbursements and payment requests according to University policies and procedures.
h. Assist the AVP with special strategic projects and participate in assigned special projects as required.
i. Handle confidential and sensitive information.2. Development Team SupportThis position will be part of an administrative team that supports the major gift executive director, deputy directors and development officers in an effort to maximize their fundraising efforts.
a. Provide support to development officers including scheduling and preparation of general correspondence.
b. Schedule and coordinate meetings, events, appointments, conference calls, and webinars with external and internal constituencies, and appointments with prospects and donors.
c. Create and maintain appropriate filing systems to ensure organization and quick retrieval.
d. Conduct research, assemble and analyze data to prepare reports, proposals and targeted correspondence.
e. Schedule and coordinate travel arrangements, including developing itineraries and assembling travel packets.
f. Prepare and reconcile all reimbursements and payment requests according to University policies and procedures.
g. Using the Universitys donor database CLARA and other tools, run reports and briefing information upon request, and process updates. Process contact reports for the development officers touches with prospects, donors and others.
h. Maintain accuracy of development performance and activity reports.
i. Manage fundraising calendar.3. Provides Work Direction
This position may provide work direction for student workers.4. Other Duties
a. Plan and coordinate defined projects, programs and/or events from start to finish.
b. Maintain inventory of office supplies and department workspace needs.
c. Collect materials for and maintain department collateral files.
d. Perform other responsibilities and special projects as needed or assigned to support Development and University initiatives.
e. May have occasional front desk duty.
f. Other duties as assigned.
Provides Work Direction:
This position may provide work direction for student workers.
The diversity of workload requires leadership, flexibility, confidence, efficiency, attention to detail, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This position also requires tact, diplomacy and a high level of confidentiality in dealing with members of the University community and the Universitys top donors.
Considerable time is spent at a desk using a computer terminal
May be required to travel to other buildings on the campus
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations
May be required to occasionally travel to outside customers, vendors or suppliers
May at times require physical labor
Typical office environment
Mostly indoor office environment
Offices with equipment noise
Offices with frequent interruptions
Some working knowledge and understanding of fundraising and donor relations concepts, principles, procedures and techniques.
Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
Ability to produce well written materials, with attention to accuracy, grammar and messaging.
Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.
Must be a goal-oriented and exceedingly well organized individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.
Exceptional verbal, writing, and research skills, preferably demonstrated in an academic setting.
Expert planning, coordination and organizational skills, including skill to manage numerous projects simultaneously.
Excellent computer skills; proficiency in using advanced functions of word processing, Excel spreadsheets, PowerPoint, Google products (i.e., Google docs, Gmail, etc.) database and web resources. Knowledge of CRM database a plus. Willingness to learn new software if needed.
Demonstrated budget and analytical skills.
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation and excellent interpersonal skills.
Demonstrated sound judgment in situations requiring independent decision-making and in handling highly confidential and sensitive material.
Demonstrated ability to manage time and workload to multitask and achieve goals in a deadline-driven environment while maintaining strong attention to detail.
Ability to take initiative, present options, and anticipate outcomes; to work with both urgency and calm; the ability to juggle multiple projects simultaneously; flexibility; and comfort working in a fast-paced and changing environment.
Education and/or Experience:
Bachelors degree preferred.
Minimum of three years professional experience in an administrative function, preferably in a non-profit organization, higher education institution or related field.
Open Until Filled: Yes
Special Instructions to Applicants:
To view the full job posting and apply for this position, go to https://jobs.scu.edu
About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in Californias Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus masters, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all masters universities in the West by U.S. News and World Report, Santa Clara University is Californias oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
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