Founded in 1917, Providence College (PC) is a premier Catholic
liberal arts institution steadfastly committed to academic
excellence through a dynamic core curriculum, a distinctive
Development of Western Civilization Program, and abundant
experiential learning opportunities. The only U.S. higher education
institution administered by the Dominican Friars, PC is committed
to providing a variety of opportunities for intellectual, social,
moral, and spiritual growth in a supportive environment. Providence
College believes that cultural and intellectual pluralism is
essential to the excellence of its academic programs, and strives
to foster an academic culture and campus community reflecting the
global environment in which we live and work.
The approximately 105-acre campus is situated in Rhode Island’s
capital city and is close to the many cultural and educational
offerings of Rhode Island’s “renaissance city.” Additionally,
Providence is located an hour from Boston and just a few hours from
New York City.
For years, Providence College has been recognized in the
U.S.
News & World Report “Regional Universities – North
Category” and has been commended by several other ranking
publications.
Overview
Provide administrative and operational support for the Senior
Director of Annual Giving and the annual giving team. Support the
Senior Director and staff across four program areas (class giving,
parent giving, volunteer strategy, and annual giving).
Duties and Responsibilities
- Provide administrative support to the Senior Director,
including scheduling meetings, maintaining appointment calendars,
preparing agendas and minutes, and coordinating meetings using
Outlook, Teams, and Zoom. Answer phones and maintain multiple email
inboxes to communicate responsively with alumni, parents, and
campus partners. Exercise discretion, accuracy, and sound judgement
in managing sensitive materials, confidential information, and
time-sensitive workflows. (25%)
Manage and maintain Annual Giving records, files, and reports
within Affinaquest, a shared system of record/CRM, including
confidential donor, prospect, volunteer, and gift or financial
information. Perform basic and intermediate computer functions that
include creating, analyzing, and integrating spreadsheets;
executing mail and envelope merges; recording and reconciling
information in the data system, importing graphics and other
information into documents; and computing and maintaining
documentation of policies and procedures. Ensure the accuracy,
completeness, and timely maintenance of data and materials that
support annual giving operation, volunteer activity, fundraising
strategy, and constituent engagement. (25%)
Coordinate operational and logistical support of the Annual
Giving team, including reconciliation and monitoring of the office
budget, tracking expenses, processing payment vouchers for select
vendors, and troubleshooting issues related to departmental
expenditures. Support Annual Giving staff by coordinating travel
arrangements, distributing itineraries, updating contact reports,
and preparing and submitting travel reimbursement documentations.
(20%)
Produce correspondence, reports, documentation, and
presentation materials through typing, word processing, formatting,
use of charts, graphs, and other visuals, collating, photocopying,
binding, and related production functions in accordance with
department and college standards. Proofread materials for accuracy,
content, language, grammar, formatting, and consistency, and help
ensure that communications and documents reflect a professional
standard appropriate for internal, constituent, volunteer, and
donor-facing audiences. (20%)
Engage constituents, prospects, volunteers, alumni, students,
parents, and campus partners by phone, email, web, mail, and in
person. Attend, staff, and play an active role in signature college
and Annual Giving Events, including Homecoming, Giving Tuesday,
Friars Give, Reunion Weekend, and other programs that support donor
participation, volunteer engagement, and institutional advancement
goals. (10%)
MARGINAL DUTIES:
- Perform all other duties as may be required.
Education and Experience
- Associate’s degree from an accredited institution.
- Three to five years of experience as administrative support in
professional environment, or an equivalent combination of education
and experience.
- Curiosity and willingness to learn new technologies, tools, and
systems that enhance efficiency, communication, and data
management.
- Working knowledge of Microsoft Office applications, especially
Microsoft Excel, and database systems such as Salesforce.
- Strong prioritization and follow-through skills.
- Takes initiative and manages multiple responsibilities
effectively in a fast-paced environment.
- Highly organized, flexible, with a strong attention to detail
and the ability to balance competing deadlines and priorities.
- Strong verbal and written communication skills.
- Sound professional judgment and the ability to work
collaboratively as a part of a team.
Supplemental Information
PHYSICAL DEMANDS:
The physical demands described here are representative of those
that must be met by an employee to successfully perform the
essential functions of this position. Reasonable accommodations may
be made to enable individuals with disabilities to perform the
essential functions.
- Sitting in a normal seated position for extended periods of
time
- Reaching by extending hand(s) or arm(s) in any direction
- Finger dexterity required to manipulate objects with fingers
rather than with whole hand(s) or arm(s), for example, using a
keyboard
- Communication skills using the spoken word
- Ability to see within normal parameters
- Ability to hear within normal range
- Ability to move about
DISCLAIMER: This job description indicates the general
nature and level of work expected of the incumbent. It is not
designed to cover or contain a comprehensive listing of activities,
duties, or responsibilities required of the incumbent. Incumbent
may be asked to perform other duties as required.
