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Administrative Assistant, Annual Giving

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Posting Details

Position Information

Position Title Administrative Assistant, Annual Giving
Type of Position Support Staff
Job Function

Under the supervision of the Director of Annual Giving, provide administrative support for all annual giving activities. Function as an assistant to the Director of Annual Giving in communicating with donors and volunteer solicitors, making appropriate decisions concerning annual giving business.

Department Annual Giving
Reports to Title Director of Annual Giving
Full or Part Time Full Time
Number Of Months 12 months/year
Work Schedule

Monday – Friday, 9AM to 5PM with occasional evenings and weekends as needed

Position End Date (if temporary)
Posting Number 2017 -00969- AS

Position Summary Information

Essential Duties Summary

1. Under the guidance of the Manager of Annual Giving Communications, responsible for the production, via computer generated mail merge, of all in-house annual giving mailings, solicitation letters, pledge forms and reminders. Help with outside mail house, including support for necessary data, documentation, and mailing instructions, as well as monitoring all phases of the production process to ensure quality and accuracy.

2. Produce and routinely update all volunteer materials, including handbooks, charts and phonathon guides. Prepare acknowledgements, memos, meeting agendas and other correspondence for the Associate Directors of Annual Giving as needed. Compose rough drafts when necessary and answer routine correspondence independently.

3. Organize and maintain annual giving files, email appeal responses, and online donation notification to all annual giving officers.

4. Code volunteer solicitors on the computer. Create and maintain volunteer lists and files. Enter all leadership “ask” amounts, volunteer and staff calling assignments in the annual giving tracking system. Update information as needed.

5. Assist donors, volunteers and others with questions about gifts, solicitation assignments or other aspects of the annual giving program. Direct calls to other Development department staff as appropriate.

6. Handle all arrangements for Annual Giving Cmte. meetings, phonathons and 1889 Society related events. Reserve rooms, determine menus etc., send notices/ invitations and produce any written materials, monitor attendance and provide any follow up reports as needed. Also, assist the Director of Annual Giving with planning and arrangements for other special events.

7. Under the guidance of the Manager of Annual Giving Appeals, provide administrative support, including on site-work, for phonathons and fall/spring calling campaigns. Assist Associate Directors with pre-phonathon recruitment, volunteer scheduling, compiling materials and supplies. Also responsible for entering all phonathon response codes in the Fund tracking system.

8. Handle all purchase orders, budget requisitions and check requests. Monitor expenses. Follow-up with purchasing department, business office and vendor as appropriate.

9. Participate in answering the telephone for the Development office, directing
calls and responding to inquiries and requests for information as appropriate.

11. Supervise work study students in the Fund office.

12. Perform other related duties as assigned.

Knowledge, Skills, and Abilities

• Very strong computer skills, excellent knowledge Microsoft Office and web document sharing.
• Excellent writing, grammatical and proofreading skills
• Ability to work independently, to organize projects and follow through on details
• Must work well under pressure and exercise good judgment, tact and sensitivity in dealing with donors, volunteers and confidential information.
• Initiative, flexibility and ability to interact well with people.

Required Qualification Summary

• BA preferred, plus 1 full year to less than 3 full years related experience preferred.
• Experience with complex mail merge, coding, and data entry; familiarity with spread sheets

Preferred Qualification Summary
Physical Demands Summary

• Ability to lift items weighing as much as 25 lbs.

Salary Range $26.96/hour

Posting Detail Information

EEO Statement

Barnard College is an Equal Opportunity Employer. Barnard does not discriminate due to race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability, or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

Open Date 08/29/2017
Close Date
Open Until Filled Yes
Additional Information

This is a Local 2110 grade 8 position.

Internal Local 2110 applicants must apply within the five-day posting period from the date specified above to receive preferential consideration.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is your highest level of completed education?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctorate Degree

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents