Shire Jobs

POSITION OBJECTIVE  Working under general direction, the Department Assistant 3 reports to the Associate Vice President of Strategic Giving, with a dotted line to the Senior Associate Vice President of Leadership and Principal Gifts, to provide comprehensive administrative support to the Office of Strategic Giving and the Office of Leadership and Principal Gifts. This position will be responsible for the overall operational activities of these offices and is integrally involved with complex situations on a regular basis. This position requires a high degree of judgment, balanced assertiveness and graciousness, responsibility, organization, management, strong attention to detail, efficiency, and communication (written and oral) skills. ESSENTIAL FUNCTIONS 1. Primary lead for the department of strategic giving and the department of leadership and principal gift's administrative functions, including serving as initial/main contact for the departments, and telephone, email, and personal interactions with internal and external constituents. Overall responsibility for smooth functioning of departments. Responsible for accurate compilation and maintenance of files, including records of a confidential nature. Manage department mailings and mailing lists to ensure they are updated on a regular basis. (40%) 2. Facilitates communications within and between departments and the university, including managing departmental calendars and coordinating all scheduling for department and non-department meetings and functions. Responsible for compilation, proofreading and editing of accurate correspondence, minutes, reports, records, proposals and agendas. (25%) 3. Process expense reports and reimbursements, requisitions, and other required financial and budgetary requests; reconcile the strategic giving and the leadership and principal gifts department budgets monthly, forecast future expenditures and provide budget forecast recommendations for the departments. Track and order office supplies and maintain accurate documentation for budget reconciliation. Monitor expenses generated by department special events, travel costs including flights, hotels, car rentals, catering and equipment. (20%) 4. Support the strategic giving and the leadership principal gifts departments in the identification, cultivation, and solicitation of donors by providing assistance in identifying and evaluating prospects, arranging and securing appointments, requesting research and maintaining donor database. (10%) NONESSENTIAL FUNCTIONS 1. Attend university training sessions to keep up to date with policies and procedures. Encourage staff to attend as well. Identify training and educational resources within the university and elsewhere for all departmental staff. Knowledgeable about the university mission, strategic plan, and funding priorities. (5%) 2. Perform other duties as assigned. (<1%) CONTACTS Department: Daily contact with vice presidents, senior associate vice president, associate and assistant vice presidents, executive directors, senior directors and department staff. Contact with staff as required to perform essential functions.  University: Frequent contact with the president's and provost's offices, vice presidents, and deans. Contact with trustees, alumni, directors of administrative departments, faculty, and staff as required to perform essential functions.  External: Contact with trustees, alumni, donors, friends of the university, vendors and volunteers as required to perform essential functions. Students: Contact with students as required to perform essential functions. SUPERVISORY RESPONSIBILITY No direct supervisory responsibility. QUALIFICATIONS Experience: 5 or more years of professional experience required. Administrative/executive secretarial experience supporting a high-level officer in an executive office environment or university setting is preferred.