Job Summary:
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
This Program Assistant 3 within Alumni Relations and Development provides administrative support for the directors of development for the Bienen School of Music and the School of Education and Social Policy, supporting fundraising operations and events for both schools. Regular tasks include drafting and preparing letters to donors, creating donor briefings for deans and gift officers, pulling data and creating reports, drafting internal news updates, ordering supplies and promotional materials, and coordinating events. The position has frequent communication with Bienen and SESP leadership, staff, and volunteers, as well as with positions across Alumni Relations and Development.
Specific Responsibilities:
Documents & Databases
- Prepares drafts of correspondence, reports and presentations including manuscripts, scientific, technical &/or statistical documents.
- Proofs for spelling & grammar.
- Enters information into spreadsheets &/or databases on donors, donor communication, donor proposals, and donor gifts.
- Processes donations that come by check directly to the schools.
- Compiles routine reports, statistics, tables, charts, etc. from readily available information.
- Conducts routine research on donor prospects for frontline officer travel and when there is a request requiring immediate response.
Accounting
- Verifies invoices and expense reports; and/or reconciles to budget.
- Creates and maintains financial records.
- Prepares forms.
- Verifies appropriateness and accuracy of charges.
- Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
- Updates financial transaction spreadsheets and databases.
- Processes vendor contracts and payments as necessary.
Coordination
- Organizes and coordinates events which may include creating timelines, scheduling rooms and/or speakers, identifying and confirming vendors, processing contracts, drafting invitations and guest lists, tracking responses, developing day-of materials, and staffing events.
- Coordinates with Bienen School and SESP staff on scheduling, communications, donor contacts, data management and donations
Contacts
- Provides information via phone, e-mail, mail, etc.
- As requested, assists in planning small group events, including contacts with volunteers.
- Coordinates and leads tours of Ryan Center for Musical Arts.
- Represents supervisor in routine/standard situations with various levels of personnel both internally & externally. Provides basic interpretation of policies and procedures.
- Researches information to resolve problems or issues.
- Performs other duties as assigned.
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
- A high school diploma or its equivalent along with 2 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
- Excellent writing and proofreading skills required. Ability to successfully manage multiple projects simultaneously and attention to detail are essential to this position.
- Intermediate+ knowledge of word processing, spreadsheets, email, and database software programs is required.
Preferred Qualifications: (Education and experience)
- Interest and experience in music and/or education desirable.
Preferred Competencies: (Skills, knowledge, and abilities)
- Experience in event planning, fundraising, education and/or music preferred.