Administrative Secretary, Planned Gifts

Updated: 6 days ago
Location: Canton, NEW YORK
Job Type: FullTime

Posting Details

Position Information

Position Title Administrative Secretary, Planned Gifts
FLSA Non-Exempt
Primary Responsibilities

Reporting to the Executive Director of Major and Planned Gifts (EDMPG), the Administrative Secretary, Planned Gifts provides administrative and clerical support for the activities and programs of the Office of Planned Gifts and the G. Atwood Manley Society. This position is responsible for supporting the day-to-day administration of St. Lawrence’s planned gifts program, which promotes estate and planned gifts through a variety of vehicles. The G. Atwood Manley Society is the University’s legacy society that alumni, parents, and friends join when they make an estate gift. This position works closely with external constituencies, including donors, attorneys, and financial planners, to provide correspondence containing confidential gift and tax information. The administrative secretary will also work with the Director of Planned Gifts to support their work and the planned gift work of other fundraisers in the division.

Assist with coordinating a direct-mail (postcards, newsletters, brochures) and email marketing program to attract new Manley Society members and steward existing ones.Oversee and update mailing calendar. Serve as the primary contact for planned gift vendors and oversee pieces and projects from concept to publication. Prepare mailing lists from The Raiser’s Edge database and update donor records with appeal information accordingly. Maintain marketing response statistics and vendor billing records and process in a timely manner. Forward prospect leads and other pertinent information gathered from mailings to the prospect research team for further review and possible portfolio assignment. Support the Director of Planned Gifts in their work with gift officers securing estate and deferred gifts Communicate with attorneys about realized bequests and other probate matters Maintain confidential paper and electronic files related to all estate and deferred gifts. Record financial data accurately in PG Calc GiftWrap database and maintain paper files for historical records and financial audits. Record gift plan information in The Raiser’s Edge and work with gift entry staff to ensure planned gifts are captured in revenue reports appropriately. Prepare monthly and quarterly reports on deferred gift revenue projections in coordination with the Finance Office. Draft routine correspondence with Manley Society members and maintain current data for annual and other reporting purposes Organize legacy society events such as the G. Atwood Manley Society annual luncheon during Reunion Weekend and coordinate the involvement of the Office of Planned Gifts in Laurentian for Life Week. Develop travel itineraries for the Director of Planned Gifts and distribute to the Advancement division.Field phone calls to the office and greet/welcome guests upon office visits.Provide accurate and timely administrative support for correspondence with major and planned gift donor.Oversee inventory of supplies for the Office of Planned Gifts. Manage the budget for the Office of Planned Gifts. Prepare purchase orders, check requests, and expense reports. Manage and supervise a student worker, as needed. Provide back-up support to other clerical staff in the development area.

Minimum Qualifications

High school diploma (or equivalent) required. Minimum of three years related work experience required. Equivalent combination of education and experience of at least three to five years will be considered. Must have excellent judgment, decision making, interpersonal, problem solving, and critical thinking skills, and be well-organized.Tactful and appropriate written and oral communication skills, discretion when working with highly sensitive and confidential information, and meticulous attention to detail. Ability to work independently as well as within a team environment. Qualities of self-initiative, maturity, flexibility, a willingness to learn, and a positive attitude are required. Demonstrated proficiency in Microsoft Word, PowerPoint, Outlook, and Excel, and exposure to relational databases required.

Preferred Qualifications

Associate’s degree or higher strongly preferred
Legal experience preferred.
Experience with The Raiser’s Edge preferred.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Detail Information

Posting Number ST00346
Desired Start Date 08/07/2017
Open Date (to accept applications)
Close Date (date applications will not be considered)
Open Until Filled Yes
Special Instructions to Applicant

Please submit a resume, a letter of interest in the position, and a list of three professional references. These documents can be uploaded in the “Applicant Documents” section of your application.

Review of applications will begin immediately and continue until the position is filled.

All offers of employment are contingent upon the finalist successfully passing a background (including criminal records) check.

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