The position provides professional secretarial support for all team members in the Office of Gift Planning and the Office of Corporate and Foundation Relations in the University Development Department of University Advancement. Responsibilities include handling of high-level confidential correspondence, communications, directors' schedules and on-going project support. In this position, the incumbent is expected to support division wide needs, maintain industry and university standards in regard to confidentiality of donor, alumni and other constituent information and utilize discretion in the sharing of necessary constituent information in order to complete job functions. Incumbent interacts with high-level internal and external prospects and donors, as well as law firms and corporations, and internal University personnel on an on-going basis.
Duties and Responsibilities:
1) Respond to phone and email inquiries, retrieve/open/distribute mail, draft correspondence such as letters to estate attornies for estate settlements, Corporation and Foundation acknowledgement letters, keep information in Raisers Edge updated as needed, including entering a variety of action items and notes, including correspondence, and address and relationship information. Ensure files for both departments are organized and maintained. Develop queries and provide reports from Raisers Edge, as necessary. Prepare drafts of donor gratitude letters for managers' review.
2) Maintain paperwork and/or electronic records (i.e., receipts, statements, mileage, etc.) for submittal of monthly credit card and travel expense reports; compile reports for final submission following current policy and protocols on obtaining appropriate management approval(s) and signature(s). Responsible for supporting procurement and invoicing using procurement system and accounts payable as needed.
3) Periodically assist with ongoing University events, select and order menu for donor meetings, primarily through Gourmet Dining via Piratenet/forms, assist in preparing invite list, namely, provide contact information for donors who have given during the previous fiscal year and keep track of expenditures.
4) Prepare ongoing mailings, primarily for prospects and donors; set up general mail merges for donations; pull mailing lists as requested. Assist in CFR grant proposal submissions as requested. Maintain digital and paper estate records, trust agreements, insurance policies etc. Draft annual annuity filings.
5) Support Raisers Edge accuracy by updating attributes as requested/directed and collaborating, as needed, with Advancement Services team.
Required Qualifications:
High School Diploma or GED required. Strong writing skills, using correct grammar also required.
Desired Qualifications:
Administrative Assistant vocational training, and / or paralegal experience. Past experience with fundraising/philanthropy highly desired. Experience using a relational database highly preferred.
Salary Grade:
Staff Union (Local 153) - SU17.0
Exempt/Nonexempt: Nonexempt
Physical Demands: General Office Environment
Special Instructions to Applicants:
Applicants are asked to provide name and contact information for at least 3 professional references.
Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.
