Administrative Assistant I - Major and Planned Giving

Title:

Administrative Assistant I - Major and Planned Giving

Department:

SVP Advancement

Reports To:

Associate Vice President, Planned Giving and Major Gifts

Position Type:

Staff

Position Summary:

The Administrative Assistant for Major and Planned Giving provides high-level administrative and operational support to frontline fundraisers to help advance fundraising goals. This role is essential in managing donor communications, coordinating meetings and events, maintaining accurate donor records, and ensuring smooth day-to-day operations within the major gifts program. The ideal candidate is highly organized, detail-oriented, and able to handle sensitive information with discretion.

Essential Functions:

• Provide administrative support to Executive Directors of Development (EDOD), including calendar management, scheduling donor meetings, and coordinating travel arrangements
• Prepare and manage correspondence, proposals, briefing materials, and donor reports
• Enters data into NJIT’s integrated systems including Highlander E Merchant, Chrome River and Raiser’s Edge CRM database.
• Coordinate logistics for donor meetings, cultivation events, and stewardship activities
• Coordinates and organizes diversified confidential information needed to prepare quarterly distributions of unitrust payments to planned giving donors
• Manages accurate filing of confidential financial documents with state agencies such as the Department of Treasury to provide supplemental information regarding fundraising activities
• Assist in preparing gift agreements, acknowledgments, and stewardship materials
• Orders, stocks and distributes office supplies for major gift team. Manages the acquisition of office general supplies, copier paper, printing cartridges, mailing and duplicating requisitions for University Advancement assignments
• Coordinates/manages all correspondence including the implementation of notarized legal documents for estate attorneys and other entities handling planned giving vehicles
• Manage incoming communications and respond or route inquiries appropriately
• Support internal coordination between development, finance, and leadership teams
• Ensure confidentiality and professionalism in all donor-related matters
• Supervises student employees
• Works closely with senior-level personnel to maximize the management of development and planned giving activities
• Other duties as assigned by the Associate Vice President for Major and Planned Giving
  
  

Prerequisite Qualifications:

• An associates degree required ; bachelor degree preferred
• A minimum of 3 to 5 years of experience in the advancement field, preferably in a higher education setting
• Demonstrated knowledge of Raisers Edge, Banner and Chrome River. Also displays the ability to learn other programs as needs arise.
• At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
  
  

Bargaining Unit:

PSA

Range/Band:

20

Salary Information:

In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $63,129.05-$102,796.62 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.

To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page: https://hr.njit.edu/health-benefits.

FLSA:

Exempt

Full-Time