Administrative Support Specialist

Summary

The Administrative Support Specialist is responsible for performing duties in support of efficient operations of the department, maintaining the donor database, processing donations, supporting stewardship and annual giving, maintaining supplies and department inventory, and coordinating with the Major Gift Officer in the planning and execution of special events, and supervises volunteers working within the department.

Essential Duties and Responsibilities

• Communicates with the donors on a daily basis by taking donations by phone, recording prayer intentions, and taking the updated contact information or donor’s status changes.
• Manages Guestbooks, Tribute lists from the donations, Blessed Sacrament Chapel lists from the prayer lists, and Elevator lists from the Times to Remember program.
• Maintains and updates the donor database by entering new constituent records, updating deceased records upon notification, and/or researching online obituaries, newspapers, and SMWC publications.
• Provides support for the office manager by processing donations by mail, credit cards, and online, making deposits to the Central Business office, and generating gift acknowledgment letters.
• Creates periodic giving performance reports by appeal and other reports as needed.
• Provides support for the donor relations programs such as Tree of Life, Times to Remember, Remembrance cards programs, Foley Park Pavers, Together in Mission Wall, initiating, and creating the correspondence letters and cards, extracting data from the donor database, and recording the correspondence information in the donor database.
• Provides support for the annual giving programs such as Adopt an Alpaca, GEM, Phonathon, direct mailing, and other initiatives by participating in the planning meeting, coordinating the recognition materials, and recording the correspondence information in the donor database.
• Supports the marketing and communications efforts by coordinating the materials and shipment for the trade shows.
• Processes mail and maintains filing system for the gift backup materials for auditing purposes.
• Orders supplies and maintains inventory for the department.
• Coordinates with the Major gift officer in the planning and execution of special events, including the annual Saint Mother Theodore Guerin dinner. This involves initiating work orders, taking reservations, coordinating on-campus housing needs, setting up and registering attendees at the events, and recording the information in the donor database.
• Supervises volunteers and coordinates department needs with the Volunteer Services Coordinator.
• Participates in Mission Advancement staff meetings and prepares meeting notes for meetings involving event planning and appeal production.

Qualifications

• Demonstrated excellent skills in Microsoft Office (word processing, mail merge, excel spreadsheets), Google (calendar, email, docs, sheets), data entry, and the ability to learn specialized donor database systems.
• Understanding of logic, computers, and basic mathematical concepts
• Ability to work independently with strong decision-making skills
• Not-for-profit experience is helpful.
• Ability to learn new software systems and programs including the donor database, project managing system, and form creator system
• Ability to organize and manage diverse activities in order to meet required deadlines
• Ability to manage multiple tasks and prioritize tasks and assignments
• Ability to organize and supervise others (volunteers)

Education

• Associate degree and 3 years of previous experience in accounts receivable, accounts payable, bookkeeping, data entry, and/or administrative assistant
• Critical writing skills which include research, planning, outlining, editing, revising, spelling and grammar, and attention to detail.
• Excellent interpersonal skills and organizational skills.
• Attention to details

 

WORK ENVIRONMENT 

• The Mission Advancement office is typically a busy place, with many deadlines to meet, and it is possible that the office will be noisy at times. Several staff members are provided a private office because of the need to hold confidential meetings and conversations with personnel and constituents. Other staff members are provided individual work cubicles. The cubicles, however, do not allow for total privacy; therefore, consideration of co-workers is necessary and the ability to maintain confidentiality is essential. The atmosphere in the office is somewhat casual, but employees are expected to maintain a sense of decorum even in this casual setting.

 

LAND ETHIC 

• In support of the Land Ethic, all persons employed with the Sisters of Providence will reduce, reuse, recycle, and conserve energy.
• This job description is not intended to be all-inclusive. The staff member may be required to perform other work-related tasks as assigned or requested by the supervisor or management. The job description is simply a communication tool and is subject to change as the needs prevail. This document is not intended to imply a written or implied contract of employment.