Administrative Assistant - Institutional Advancement

Administrative Assistant/Institutional Advancement
The Sage Colleges

The Sage Colleges seek an Administrative Assistant beginning immediately. Responsibilities of this full-time, hourly staff position include assisting the professional staff in planning and executing the major and leadership gift and prospect research programs of The Sage Colleges.

The successful candidate will have good organizational skills and be detail oriented; the ability to maintain and convey a high degree of confidentiality; the ability to communicate in a professional and organized manner with staff, donors, and the college community; have a strong aptitude for various computer programs and databases; a can do attitude; and possess a good sense of humor and be a team player.

Salary dependent on qualifications and experience; generous benefits package includes tuition waiver for employee and spouse at Sage After Work or Sage Graduate School; tuition waiver for dependent children at Russell Sage College, Sage College of Albany, or Sage After Work. Candidates from underrepresented groups are especially encouraged to apply.

The Sage Colleges include Russell Sage College for Women in Troy, NY, and the coeducational Sage Graduate School and Sage College of Albany.

Send letter of application, resume, and list of three professional references to Human Resource Office at jobs@sage.edu

Applications accepted until position is filled.

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Job Description:

The administrative assistant is a member of the Institutional Advancement staff and reports to the Director for Major and Leadership Gifts, Major Gifts Officer and assists the professional staff in planning and executing the major and leadership gifts and prospect research programs of The Sage Colleges.

Duties and Responsibilities:

  • Oversee the daily operation of the office; provide administrative assistant support to the professional staff for Major and Leadership Gifts and for Prospect Research office; and assure the smooth functioning of routine office activities in the absence of the Directors.
  • Respond to the requests for assistance and service from alumnae/i, and members of The Sage College community, in a timely, professional and efficient manner.
  • Handle regular correspondence with alumnae/i, members of The Sage Colleges’ community and local area community.
  • Assist with preparation of routine and confidential correspondences, annual goals and objectives, proposals and acknowledgements, as well as telephone contacts with gift prospects, donors and/or Trustees.
  • Calendar all inter-department meetings; schedule; attend and assure the smooth functioning of major prospect and leadership workgroup meetings throughout the year and compile notes from the meetings.
  • Assure the smooth functioning of major prospect reviews throughout the year, and participate and support specific assignments annually for RSC Reunion Weekend.
  • Supervise the confidential, donor sensitive work-flow between Major and Leadership Gifts and Prospect Research; filing and keeping a master binder of bios, reports with financial analysis and oversee all major mail projects related to Major and Leadership Giving.
  • Supervise all major mail projects related to Leadership Giving.
  • Supervise student assistants for Major and Leadership Gifts and Prospect Research departments: scheduling work times, confidential data-base input, filing projects, and newspaper searches.
  • Supervise, schedule and assign duties for student employees, or interns.
  • Function as contact person with The Sage Colleges’ Business, Maintenance, College Services, Food Services, and Conferences and Special Events Offices regarding routine requests and transactions, book and schedule use of public rooms on campus, including audio-visual equipment, menus, as well as other services as necessary.
  • Interface with The Sage Colleges’ Business Office, Maintenance Office, College Services and Food Services regarding routine requests and transactions.
  • Book and schedule use of public rooms on campus, including using audio-visual equipment, as well as coordinating travel plans for Leadership Gifts officers.
  • Coordinate and implement travel plans and accommodations, conference plans and registrations, secure local and out of town event facilities and reservations, and prepare all folders, hand-out materials and visual aids for Major and Leadership Gifts and Prospect Research Officers.
  • Assist with the budget management for Major and Leadership Gifts and Prospect Research departments including overseeing travel expense accounts; conference training; ordering and inventory of supplies; database programs; subscriptions; miscellaneous department expenses; use and maintenance of all office equipment.
  • Oversee use and maintenance of all office equipment; keep inventory of and order office supplies as needed.
  • Use the Benefactor Data Base Management system to input confidential contacts and communications between alumnae/i, friends of The Sage Colleges, corporations and foundations and Development Officers and retrieve biographical data, class lists and confidential financial information.
  • Use the Planned Giving Software (PG Calc) to support Major Gift Officers
  • Occasional maintenance of Prospect Research Office’s confidential files, reference library and travel binders.

Expectations:

  • Work in a detail-oriented and organized manner, supporting the major responsibilities of the supervisors.
  • Perform as a team player, providing support to others within Advancement, as needed.
  • Maintain and convey a high degree of confidentiality.
  • Communicate in a professional and organized manner with staff, donors and college community.
  • Have a strong aptitude for and show an initiative to learn various computer programs and databases.
  • Understand and support the mission, goals and objectives of The Sage Colleges and the entire Institutional Advancement Department.
  • Adhere to all rules and regulations as set forth in the Staff Handbook of The Sage Colleges.