Administrative Specialist - Major Gifts

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Administrative Specialist - Major Gifts
Candidate will be responsible for the overall coordination, implementation, execution, direction and completion of specific administrative projects within the University Advancement division. Will provide support to the Executive Director of Major Gifts
in addition to seven development officers. Will also collaborate with and support other Advancement departments as needed. Collaborate with the Development Department to create and execute project work plans and revise as appropriate to meet changing needs and requirements. Manage day-to-day operational aspects of projects and opportunities. Work effectively in a fast-paced environment, maintaining responsiveness, professionalism and customer service at all times. Collaborate with Executive Director in addition to all members of Advancement by effectively applying
University practices and enforce project standards and consistencies. Assist the Executive Director and other frontline staff in planning, scheduling and confirming appointments with alumni/donors. Prepare research briefings for President, Vice
President, Deans and other team members in advance of events. Assist with onboarding process for new staff members by collaborating with Human Resources. Maintain confidential donor database (Advance). Manage and coordinate Executive Director and team member's calendars, schedules and travel. Manage and coordinate student assistant task list on a daily and weekly basis. Manage budget and review on at least a monthly basis to reconcile and make sure allocations within are on track. Coordinate the handling and/or processing of personnel and/or office administration and business documents, expense and Visa reports, and journal vouchers. Assist with planning and implementation of projects; track and report on progress. Ensure project documents are complete, accurate and current. Manage invitation lists and proactively disseminate up-to-date information to appropriate team members. Assist with the planning, reservation and attendance tracking for special events associated with Development. Events include some nights and weekends. Provide event planning support as needed. Submit weekly progress reports to Executive Director and include the status of all projects. Create internal/external correspondence. Communicate with the President's Office frequently to ensure special events are coordinated appropriately. Process communication/information of a complex and confidential nature. Anticipate and prepare content materials needed by team members for meetings and donor visits. Take minutes/notes at meetings as deemed appropriate by the Executive Director; distribute to all appropriate staff.

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