Administrative Assistant to Operations - The Citadel Foundation

Administrative Assistant to Operations - The Citadel Foundation

The Citadel

Job no: 496855

Work type: Full Time Permanent - Staff

Location: Charleston

Categories: Administrative/Clerical Support

Serve as the Administrative Assistant to the Operations team as well as The Citadel Foundation's data entry specialist, updating or adding information into the Foundation's Raiser's Edge (RE) database. Duties also include acting as The Citadel Foundation's receptionist, answering the main phone line, first point of contact for walk-in traffic, and performing other related duties of varying complexity. The position reports directly to the Director of HR and Business Operations.

GENERAL RESPONSIBILITIES: Serve as administrative assistant to the operations team and as The Citadel Foundation's data entry specialist, updating or adding information into the Foundation's Raiser's Edge (RE) database. Duties also include acting as The Citadel Foundation's receptionist, answering the main phone line, serving as first point of contact for walk-in traffic, and performing other related duties of varying complexity. The position reports directly to the Director of HR and Business Operations.

Specific Duties include:

TCF Receptionist and Administrative Assistant

• Act as first point of contact for walk-in traffic
• Manage phones, responding to donors and directing calls as needed
• Manage give@citadelfoundation.org email address to address any inquiries and forward to the correct departments as necessary
• Manage and order office supplies and be point of contact for all office supply vendors
• Uses Concur to prepare monthly expense reports for several gift officers as well as the Director of Donor Relations
• Process large mailings endowment reports, and donor correspondence, assisting across departments
• Maintain Raiser's Edge (RE) records with address changes, corrections, additions
• Maintain current Board of Directors' lists and queries
• Contact donors as needed and process online gift transactions as requested by phone
• Maintain a general knowledge of and familiarity with the operations of The Citadel Brigadier Foundation (TCBF) and The Citadel Real Estate Foundation (TCREF) to assist in answering questions and directing inquiries related to Athletics and campus real estate holdings as needed
• Assist COO/CFO, Director of HR & Business Operations, Communications, events and Director of Donor Relations as needed

Stewardship

• Work closely with Director of Donor Relations and Gift Processing Manager to run, print, and distribute letters of acknowledgment for multiple departments.
• Prepare gift acknowledgment and tribute letters for honor/memorial gifts
• Run weekly reports and process new donor and reactivated donor programs
• Run, print, scan, and mail receipts and pledge reminders for the Gift Processing Manager
• Order, manage inventory, and ship donor incentives such as the Cadet Miniature program annually
• Inventory lifetime giving society medals, consecutive giving pins, tartans, etc. for budgetary purposes. Order as necessary with approval of Director of Donor Relations and COO/CFO

Events

• Assist with signature events with various duties such as printing nametags, merging and editing certificates, and managing RSVPs for events including Leaders in Philanthropy and Scholarship Donor Events
• Assist with cadet thank-you letter project
• Monitor the TCF events email accounts and respond accordingly to inquiries and donors
• Other duties as assigned

MINIMUM QUALIFICATIONS:

• Bachelor's degree required
• Minimum of three years of general administrative experience
• Demonstrated oral and written communication skills
• Organizational skills
• Functional knowledge of and fluency with Word, Excel, Power Point, and other office productivity software programs
• Ability to work effectively with other staff members and campus representatives
• Ability to deal pleasantly and effectively with the public

PREFERRED QUALIFICATIONS:

• Knowledge of Raiser's Edge, RE NXT, Concur, Pledgemine software
• 2 years' work experience in a nonprofit organization
• Familiarity with The Citadel and an affinity for its mission and values

If interested please send resumes and cover letters to hr@citadelfoundation.org

To apply, please visit: https://careers.pageuppeople.com/743/cw/en/job/496855