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 Offices of
Corporate and Foundation Relations and Planned and Estate Giving.
Manage time-sensitive tasks confidential donor and prospect
information, and a wide range of administrative workflows that
enable both offices to function efficiently.
Duties and Responsibilities
Prepare, organize, and maintain departmental records, files and databases including confidential donor, prospect, and gift information. Serve as an internal resource on administrative processes related to gift handling, particularly retirement plan distributions, foundation and corporate grants, and other specialized gift types. Ensure the accuracy, maintenance, and reconciliation of departmental financial accounts, process invoices and credit card payments, prepare transmittal reports and…
billing, and complete precise, timely data entry within the College's accounts payable system.(35%)
Compose and produce correspondence and reports. Perform
intermediate and advanced computer functions including managing
databases, creating, analyzing, integrating and importing linked
spreadsheets, creating mail, envelope, and table merges, creating
and editing captions, adding graphics, editing images, footnotes,
endnotes, indices, and tables of content. Track and confirm
database details of processed gifts to ensure accuracy and maintain
donor records within Affinaquest including appropriate contact info
and individuals representing corporate and foundation entities.
Serve as the primary editor and point of contact for the internal
marketing team and external marketing and communications
vendors.(20%)
Execute acknowledgement processes for gifts and grants,
including producing gift receipts and stewarding members of the
Harkins Society through personalized correspondence and
coordination of annual society events. Engage constituents,
prospects, volunteers, and campus partners by phone, email, mail,
and in person, address inquiries, book gifts, track internal grant
approvals, and support effective communication across both
offices.(20%)
With supervision, organize and coordinate special projects for
Corporate and Foundation Relations, including presentations,
foundation site visits, letters of inquiry and grant applications,
grant stewardship and impact reports, newsletters, education
programs, and special events. Assist with corporation and
foundation prospect research using databases and online resources,
providing accurate and timely support for fundraising strategies
and institutional partnerships.(20%)
MARGINAL DUTIES :
Answer phones, greet, and direct visitors to appropriate areas
or persons. (5%)
Perform all other duties as maybe required.
Education and Experience
- Associate's degree from an accredited institution.
- Three to five years of experience as administrative supporting
higher education or advancement, or an equivalent combination of
education and experience.
- Working knowledge of Microsoft Office applications and database
systems.
- Knowledge of, or a drive to learn, basic graphic design and the
production of marketing materials in accordance with institutional
brand guidelines (Adobe, Thank View, e.g.)
- Strong prioritization skills
- Ability to take initiative and manage multiple tasks
effectively.
- Ability to work collaboratively as part of a team.
- Strong verbal and written communication skills.
- Consistently meets deadlines.
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.