Admin Asst Major Gifts Dev

26-Mar-2024

Development - Major Gifts

87141BR

University Job Title

Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Development, Secretarial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

157 Church Street
New Haven, CT 06510

Position Focus:

Reporting to the Office Manager, the Administrative Assistant, Major Gifts, provides a wide range of complex administrative support to frontline fundraisers and the Major Gifts unit within the Office of Development. Primary responsibilities include: assists with travel arrangements, prepares travel itineraries and completes other travel related tasks; prepares expense reports; completes data entry of prospect and donor information into Development's Hopper/Blackbaud CRM database; performs query and reporting from Hopper database; compiles and gathers data; creates and manipulates reports including complex Excel reports; assists with the preparation of reports, proposals, briefings, and other outgoing materials; assists with coordinating materials for donor events; coordinates and produces regular mailings, including using mail merge and other group email programs; drafts general correspondence and adapts existing template letters to specific needs; prepares gift documentation; researches questions using database, electronic files and other sources; schedules and coordinates internal and external meetings and conference calls; contacts donors/alumni as requested by fundraisers; provides information to donors when appropriate; maintains prospect files and electronic files; performs other clerical work as needed, including backing up other assistants and teams during absences, vacations, and as requested due to workload considerations; and maintains confidentiality of information contained in proposals to, and conversations with and about, donors. The Essential Duties listed below are generic in nature. Applicants will find the detailed responsibilities listed in this Position Focus to be most relevant to the position.

Essential Duties

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Exceptional attention to detail. Proven ability to function effectively in a deadline-oriented office environment. Outstanding organizational skills, demonstrated ability to prioritize work to meet tight deadlines. Proven ability to support others, multi-task for multiple individuals and successfully handle competing priorities.

Required Skill/Ability 2:

Proven ability to function effectively in large office setting. Team player, ability to be flexible and engaged in the work of the team. Commitment to an inclusive workplace. Proven ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.)

Required Skill/Ability 3:

Strong communication skills. Proficiency with spelling, punctuation, and grammar. Proven ability to proofread correspondence. High level of accuracy.

Required Skill/Ability 4:

Excellent computer skills, including knowledge of Microsoft products; proficiency in Word and Excel. Average keyboarding skills. Demonstrated proficiency with complex databases, PowerPoint and other new technology.

Required Skill/Ability 5:

Proven ability to maintain confidentiality. Demonstrated excellent attendance record.

Preferred Education, Experience and Skills:

Proven experience working with database systems and supporting multiple team members is preferred.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus