Office Specialist- Advancement Communications and Donor Relations-L

Vassar College Poughkeepsie, NY Full-time Advertising / Marketing / Public Relations

Posted on May 20, 2024

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Vassar College

Office Specialist- Advancement Communications and Donor Relations-L

Department: Office of Advancement
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 05/20/2024
Union Representation: CWA
Posting Number: AS489P
Pay Rate: $19.58 per hour
Compensation:

About Vassar College
Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar stands upon the homelands of the Munsee Lenape.Vassar College is deeply committed to increasing the diversity of the campus community and to promoting an environment of equality, inclusion, and respect for difference. The College is an Equal Opportunity and Affirmative Action employer, and especially welcomes applications from veterans, women, individuals with disabilities, and members of racial, ethnic, and other historically underrepresented groups.Vassar College is a smoke-free, tobacco-free campus.

Position Summary and Responsibilities
This Office Specialist provides specialized office support to the Associate Vice President for Advancement Communications and Donor Relations and the rest of the team in Advancement Communications and Donor Relations.

Responsibilities:

Proactively support the AVP for Advancement Communications and Donor Relations and Advancement Communications and Donor Relations department, by scheduling meetings and coordinating calendars, creating project timelines, tracking to-dos and deadlines, proofreading documents.
Produce standard weekly acknowledgment letters to donors including running weekly reports, creating templated letters using mail merges, printing letters and envelopes, coordinating with the President's Office and Vice President of Advancement's Office on letter signatures, mailing/emailing letters, and tracking letters. Produce standard condolence letters, donor-advised fund letters, and oversee the mailing of student acknowledgment letters.
Extensive data entry and maintenance of data in OAAD's CRM database thankQ, along with entering and manipulating data in additional internal Vassar databases.
Administer endowment stewardship mailings, either individual correspondence or large email mail merges and package/mailing assembling and mailing. Pick up mail and packages for the department.
Administer submitting and tracking broadcast email requests through our email and database modules.
Tracking and data entry of DR administrators' correspondence and mailings.
Support Student Ambassador event production - including booking venues, ordering campus catering, ordering off-campus food from local vendors, and purchasing local vendor gift cards and student gifts from bookstore or online vendors.
Ability to research and problem solve administrative issues, particularly with other Vassar departments.
Maintain all electronic and paper filing systems as directed.
Coordinate meetings and calendars on behalf of multiple administrators.
Support office productivity functions, including mail retrieval, office supply purchasing, and coordinating third-party services for the department.
Pay invoices, submit purchase orders, assign budget allocation, track invoice payments for the Donor Relations office.
Make occasional travel arrangements for administrators, including conference registrations, and provide assistance while administrators are traveling.
Maintain a database of tribute plaques on trees and benches on campus with photos and location descriptions.
Assist with special recognition projects for donors, such as ordering books and other gifts.

Qualifications

Three to five years of progressively responsible administrative support experience.
Excellent written and verbal communication skills and telephone manner are essential.
Reliable, highly-organized, with an extremely high level of attention to detail and follow-through.
Ability to work independently with limited supervision and prioritize projects and exercise good judgement for when to involve other administrators or supervisor to help solve problems.
Ability to use mail merge functionality in letters.
Have demonstrated experience working with and understanding of relational databases.
Possess high-level proficiency with Google suite and Microsoft Office Suite, and a willingness to learn new technology and software applications.
The successful candidate will be a team player, with the ability to maintain confidentiality, while managing deadlines and multiple, competing priorities in a fast-paced work setting.
Associates Degree preferred.

Special Instructions to Applicants
To complete your on-line application, you will be required to attach your resume, cover letter, and contact information for 3 professional references. All attachments must be in PDF format. Review of applications will begin immediately. If you have any questions, please contact Human Resources, 845-437-5820.

For full consideration applicants should apply by:

All applicants must apply online at: https://employment.vassar.edu/postings/3879.

Apply Now

Office Specialist- Advancement Communications and Donor Relations-L

Vassar College

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