Coordinator, Advancement (Regular/Full-time)
Reports To: Vice President of Advancement
Employment Status: Regular / Full-time
Provides administrative and managerial support to the Vice President of Advancement for the Woodruff Arts Center in areas such as completion of special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, correspondence, filing, telephones, travel logistics, special projects and events, and additional duties as needed.
The Assistant will also be a liaison to donors and key constituents associated with the Woodruff Arts Center and the greater community.
• Monday-Friday, 9am-5pm, with some evenings and weekends as required
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
• Develop and maintain working knowledge of the duties and responsibilities for the Vice President of Advancement.
• Assist in maintaining continuous quality communication with Woodruff Staff, Donors, and general Community.
• Manage the Vice President of Advancement’s schedule, scheduling appointments and coordinating with others as needed.
• Answer all incoming telephone calls, maintain phone log and transfer information as appropriate; Initiate appropriate action on calls, and prioritize calls for the Vice President of Advancement.
• Collect Vice President of Advancement’s mail daily; screen, prioritize and draft appropriate responses to incoming correspondences; coordinate with others as appropriate, i.e. correspondence for Senior Staff response(s).
• Assist the Vice President of Advancement with activities and correspondence connected to external work, including memberships in professional organizations and other national and international industry organizations.
• Manage Vice President of Advancement’s travel and accommodations and maintain expense reports.
Special Projects and Office Support:
• Provide assistant to Advancement Office with special projects and event coordination and follow through.
• Set-up and coordinate with others all aspects of the Advancement Office, to include the following: filing system (paper and electronic), contact information and databases, scheduling systems, expense accounting systems and other electronic information systems.
• Oversee the day-to-day operations of the Advancement Office, which includes ordering supplies, scheduling maintenance of the office’s equipment and computers, maintaining meeting schedules and writing or reviewing contracts.
• Plan, schedule and promote office events, including meetings, conferences, interviews, orientations, new staff onboarding and training sessions.
• Oversee special projects and track progress towards department goals.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
• Bachelor’s degree from a four-year college or university.
• 10+ years of executive administration experience assisting top executives or an equivalent combination of education and experience.
• Experience with and ability to accurately transcribe from recordings required.
• Experience with and ability to write and proofread own work required.
• Familiarity with and a desire to work in the Arts is preferred.
Skills and Abilities:
• Must display professionalism in all settings.
• Must be a self-starter.
• Ability to manage/handle multiple tasks and to thrive in a fast-paced and demanding environment.
• Impeccable organizational, time management, attention to detail, and keyboard skills are required.
• High level of proficiency with Microsoft Office Suite, including PowerPoint, is required.
• Excellent written and oral communication skills.
• Outstanding interpersonal skills with ability to successfully interact and work with a diverse group of people.
• Must possess a positive and personable demeanor and be able to relate well with a diverse population.
• Exceptional mathematical aptitude required, with an emphasis on accuracy.
• Able to manage departmental budgets, expenses, and expense accounts.
• Ability to solve practical problems and prioritize needs in a variety of situations where standardization is limited, and an immediate decision is necessary.
• Ability to interpret a variety of instructions in written, oral or schedule form.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
• The noise level in the work environment is usually moderate.
• Must be able to work in an office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the office.
• Must possess ability to lift and carry materials weighing up to 10 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the phone.