Administrative Assistant for the Institutional Advancement and Development Division

Description

 

Piedmont Virginia Community College (PVCC) is a nonresidential two-year institution of higher education that serves Central Virginia – principally residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa and Nelson. Our scenic campus is located in Albemarle County, Virginia. We are one of 23 community colleges in Virginia that comprise the Virginia Community College System (VCCS).

Provides direct overall support to the Vice President of Institutional Advancement and Development (IAD) and members of the IAD Division. Specifically responsible for serving as the initial interface between the Vice President and the internal and external community; routinely interacting with multiple constituencies including campus partners, donors, and governance (College Advisory and Educational Foundation Boards); providing comprehensive administrative support through the planning and managing of meetings and events, calendar management, document preparation, and responding to inquiries; and independently managing specific projects and processes as assigned.

Job Duties

• Receive inquiries from faculty, staff, donors, and community members and respond to these inquiries in a timely, professional, and positive manner.
• Utilize software applications (Raiser’s Edge, Financial Edge, AwardSpring, and the College’s other CRM solutions) to support advancement activities including but not limited to data entry, analysis, and reporting.
• Develop and maintain administrative systems within the office such as:
  • Coordinating an effective acknowledgement and stewardship process for donors through letters, telephone, email, and database management.
  • Coordinating an effective scholarship awards management and recognition activities.
  • Maintaining the division calendar.
  • Coordinating logistics and documentation for Educational Foundation Board and Committee meetings.
  • Accurate and timely processing and reporting of all donations received.
  • Reviewing and/or preparing and processing paperwork and/or electronic requests which may include purchase requisitions, travel, expense reimbursements, budget transfers, and other actions.
  • Coordinating and assisting in the preparation and monitoring/tracking of the division’s budgets, grants, initiatives and/or funding sources as assigned. Analyzes financial reports, constraints and timelines; prepares requests for fund transfers. Handles or assists with financial transactions and control procedures. Processes expenditures, purchases, budget transfers and other actions. Develops and analyzes financial reports and maintains selected fiscal records.
• Write, proofread, edit and send correspondence, including but not limited to: fund agreements, addendums, donor letters and gift proposals.
• Maintain pertinent documentation and records required by PVCC and the Educational Foundation.
• Plan, coordinate, and manage fundraising, special events, and programs.
• Provide administrative support to the division as needed with a positive attitude.
• Perform additional duties as assigned.

Skills Required

Required qualifications:

• Ability to maintain confidential materials.
• Experience working on multiple projects simultaneously with minimal supervision.
• Willingness to work in a fast-paced work environment and one dealing with many complex and sensitive issues.
• Excellent written and verbal communication skills and interpersonal skills to interact with donors, board members, clients, and staff.
• Strong experience with Microsoft Office, and specialized applications for word processing, spreadsheets, relational databases, and assembling, manipulating and/or formatting data and/or reports.

Additional considerations:

• Experience providing administrative support within a fundraising and development environment.
• Experience using Raiser’s Edge, Financial Edge, AwardSpring or similar fundraising and development CRM software.

Work Schedule

Monday through Friday, days

Additional Info