Under the direct supervision of the Vice President of Agency Advancement, this position provides administrative and secretarial support for the Office of Agency Advancement. In addition to administrative support, this position performs duties such as data entry and filling, update donor information, proof materials prepared by staff, assist with mailings and working on special projects. Drafts correspondence and assembles highly confidential and sensitive information. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.
RESPONSIBILITIES & DUTIES
1.1 Analyzes and updates current policies and procedures to ensure consistency, efficiency and accuracy.
1.2 Screens incoming phone calls, delivers messages as needed.
1.3 Exercises full compliance with the Agency’s Code of Conduct, all Agency policies and procedures and Federal and State laws and regulations.
2.0 Sustained/Future Positive Impact
2.1 Assists the Vice President of Agency Advancement with all projects associated with the Office of Agency Advancement, including internal and external committees, task forces and special initiatives.
2.2 Develop correspondence, gathers data, generates reports and prepares materials.
2.3 Exercises daily decision-making, problem-solving and ongoing task prioritization.
2.4 Develops agendas for advancement & special event committees.
2.5 Attends and takes minutes at all advancement meetings as well as any other committees as required or directed.
2.6 Establishes and maintains files.
2.7 Sorts and distributes incoming mail, prepares and sends outgoing mail.
2.8 Participates in special projects as assigned.
2.9 Files and updates information pertaining to donors and committees etc.
3.0 Cultural Sensitivity
3.1 Maintains a climate that attracts, maintains, and motivates a diverse group of high quality
volunteers, donors and staff.
4.0 Honor Individual Journeys
4.1 Demonstrates, promotes and practices cultural competency toward clients and staff through respect and understanding achieved through training and Agency cultural activities.
4.2 Arranges appointments for cultivation visits by the Vice President of Agency Advancement & the Director of Development.
5.0 Fiscal Responsibility
5.1 In conjunction with the Office of the President, prioritizes appointments and tracks important contacts.
5.2 Processes purchase orders for administrative purchases as needed.
5.3 Reconciles corporate credit cards for the Vice President of Agency Advancement, the Director of Development and the Director of Marketing & Communications.
6.0 Family Driven / Youth Guided
6.1 Assists management in the delivery of the Sanctuary model aligning operational areas with values of
7.0 Collaborative Relationships
7.1 Acts as intermediary between the Vice President of Agency Advancement, public and other organizational personnel, key volunteers, and senior staff.
7.2 Maintains the Vice President of Agency Advancements calendar, arranges and coordinates all travel.
7.3 Assists with planning and organizing events as needed.
7.4 Assists the Director of Development and Director of Marketing & Communications as needed.
7.5 Maintains appointment calendar and schedules meetings as requested for the Director of Development and Director of Marketing & Communications as needed.
7.6 Maintains scheduling of Outlook calendars as needed.
7.7 Cooperates and collaborates with program staff, volunteers and other agency staff when necessary.
7.8 Opens, reads and distributes mail.
EDUCATION: Minimum Requirement: associates degree in business related field
EXPERIENCE: Three years in an administrative role.
SKILLS: Superior writing, editing and verbal communication skills. Knowledge of budgeting process and outcomes measurement. Effective and open communication, emotional intelligence, and interpersonal skills. Ability to work in partnership with others, including staff members across all departments.Strong problem solving skills and ability to manage multiple projects and prioritize. Organized and self-directed; politically savvy and team player – able to share information and collaborate effectively across all functions, and with both internal and external partners.