Advancement Assistant (54596)

Advancement Assistant

FLSA Classification

Full-time, non-exempt

Reports to

Director of Development

Job Description 

Summary/objective

This position assists all functions of Institutional Advancement with routine and occasional projects in support of advancement goals. There are four functional areas: advancement services, direct line fundraising, engagement, and the office of college relations. The primary focus of this role is customer service and administrative support. Individual serves as the front-desk lead and provides office coordination, event support, and data entry. The advancement assistant handles incoming calls, meets and greets visitors, maintains office supply inventory, and updates/manages records in database. Individual assists with projects and other administrative duties related to the comprehensive campaign.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

Must effectively carry out the essential duties and responsibilities of this position in a manner that consistently demonstrates Randolph College’s mission and core values in a positive manner.

• Perform routine administrative and clerical duties in support of the Office of Institutional Advancement under established procedures and supervision
• Maintain, update, and enter records in the CRM (Raiser’s Edge) database following documented data entry standards
• Assist with the preparation and maintenance of Excel spreadsheets used to track event registrations, attendance, housing, meals, and revenue and expenses.
• Support staff with copying and filing.
• Handle incoming event registrations by phone and email with processing in CRM.
• Answer incoming phone calls, respond to routine inquiries, and route complex issues to appropriate staff members
• Process event and program registrations, including entering information, confirming details, and preparing related materials
• Prepare printed materials such as programs, nametags, signage, mailings, and copies using provided templates and instructions
• Assemble event packets and registration materials according to established checklists
• Provide on-site support for advancement events, including check-in and attendee assistance, as scheduled
• File, organize, and maintain electronic and physical records in accordance with office procedures
• Assist with routine correspondence and communications using approved language and formats
• Perform general office support duties such as ordering supplies, operating office equipment, and delivering materials between offices
• Track task completion and report status updates to the Director of Development, Director of Alumnae and Alumni or assigned supervisor
• Perform other duties as assigned that are consistent with administrative support functions

Competencies

• Basic office equipment
• Customer service and professionalism
• Attention to detail/data accuracy
• Confidentiality & discretion
• Time management/prioritization
• Clear and concise communication skills, both verbal and written
• Technical – Microsoft Office/Excel and Word proficiency, and CRM database

Supervisory responsibilities

Possibly student workers

Work environment

Primarily seated, but requires walking and delivering between Butler House, Doyle House, Casey House, and the campus. May occasionally be asked to work evening and/or weekends for events.

Physical demands

Requires standing/walking/sitting for extended periods. May occasionally lift 10/15 lbs.

Travel required

Not applicable

Required education and experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Required education and experience

• High School Diploma or associate's degree
• Minimum two years administrative experience with demonstrated proficiency in Microsoft Office

Preferred education and experience

• Bachelor’s degree preferred
• Experience working in a higher education environment.

Additional eligibility requirements

None.

Work authorization/security clearance requirements

Must be authorized to work in the United States. Pre-employment criminal background checks.

Affirmative Action/EEO statement

Randolph College is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, gender, sexual orientation, sex (including pregnancy), gender identity, gender expression, sexual orientation, national origin, age, disability, genetic information, marital status, veteran status, political beliefs, or any other classification protected by applicable law. This policy applies to all terms and conditions of employment, including but not limited to hiring, promotion, termination, placement, transfer, layoff, recall, compensation, and training.

Other duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.