Office Assistant

Staffing Now Princeton, NJ (Onsite) Contractor

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An institution of higher learning is looking to hire an Office Assistant for its Capital Giving Dept.

POSITION DESCRIPTION FORM
The position description form summarizes the function and describes the duties and responsibilities of a specific job. This form is not intended to represent an individual employee’s qualifications or performance in the position.

Position Information

Position Title:      Department Office Assistant
Department:          Capital Giving
Reports to:             Office Manager, Capital Giving
Supervises:             N/A
Position Grade:     Temporary Staff
Duty time:             100%

Position Summary

Provide a narrative summary of the overall functions and purpose of this position.
Reporting to the Office Manager, Capital Giving, the Office Support role provides administrative support to the Office of Gift Planning and acts as a point of contact for alumni, parents, and friends of Princeton, including many of the University's most important donors and volunteers.
The role provides administrative support to the Project Manager, Gift Planning in Princeton’s important Trusts/Estates administration and Life Income Gift administration. This role similarly supports Gift Planning’s extensive marketing and stewardship programs, including direct mail initiatives, biannual Class Chair letters, and ads in the Princeton Alumni Weekly. This role handles highly-confidential trust and estate documents, correspondence and gift information including information related to gift planning instruments.

Principal Duties and Responsibilities

Indicate clearly the significant duties (tasks) and responsibilities (general accountabilities) associated with this position. List the duties in order of importance and the approximate percentage of time for each duty. Percentages should be annualized and distributed to equal 100%. Focus on major responsibilities rather than detailed work routines.

General administrative support for Trusts/Estate and the Life Income Program: 50%

Provides administrative support for Princeton’s Trusts/Estates program, working with campus partners, including Office of the General Counsel, Office of Finance and Treasury, Donor Records, Analytics & Data Management;
Researches, organizes and maintains files and provides detailed reporting to the Project Manager, Gift Planning, executors, next-of-kin and internal partners in the settlement of realized bequests;
Supports Princeton’s Life Income Gift program by providing administrative support for the creation of complex gift vehicles including Charitable Gift Annuities and Trusts;
Drafts correspondence and assists with the processing of Life Income Gifts and provides information related to stock valuations, Campaign crediting, gift purposes, and other detailed information;
Uses PGCalc software to support gift valuation and crediting for Life Income Gifts;
Communicates, as directed, with donors, alumni, and volunteers, providing information, scheduling meetings, and ensuring the integrity of the Office’s reporting and record-keeping;
Enters and tracks information in the Advancement database;
Extracts information from Advancement systems (e.g. database, reporting and dashboard tools);
Trouble-shoots and addresses reporting errors and inconsistencies;
Create, proofread, edit and finalize customized correspondence, e.g., realized bequests, gift agreements, presentations, memos, agendas, reports, spreadsheets, and other documents for distribution

Administrative support: 25%

Provides administrative support to one frontline fundraiser including scheduling and calendaring, organizing and maintaining files, detailed reporting, monitoring and preparing customized correspondence, distributing paperwork to appropriate parties and files.
Assist callers, visitors and other staff on behalf of frontliners; respond to telephone or other inquiries; scheduling meetings and maintaining appointment calendars.
Review and resolve inquiries related to gifts, donors, and volunteers through customized follow-up and/or re-routing of material and generate information for and assist with gift processing; conduct research and prepare reports on financial data.
Make travel arrangements; prepare trip meeting materials, and trip follow-up documentation including expense reports.
As directed, communicate with donors, alumni, and volunteers or their representatives to provide information or schedule meetings or campus visits.
Provide planning support for on- and off-campus events.
Undertakes special projects and performs other assignments as given by supervisors.
Use technology and software including Word, Excel, PowerPoint, Outlook, and STRIPES (the Development Office's comprehensive database system) for a range of functions.

Gift Planning Marketing / Stewardship (1746 Society) Support: 20%

Provides administrative support for all aspects of Gift Planning’s marketing and stewardship efforts;
Coordinates welcome packets, sympathy letters and other correspondence;
Extracts information from Advancement systems (e.g. database, reporting and dashboard tools) in support of both the marketing and stewardship programs;
Enters and tracks information in the Advancement database related to the marketing and 1746 gift society membership programs;
Assists with donor inquiries, complaints, addresses problems accurately, courteously, and to the donor’s satisfaction

Ad-Hoc Duties: 5%

Undertakes special projects and performs other assignments as given by supervisors;
Provides administration support to Office Manager on an as-needed basis;
Assists with cross-departmental initiatives as needed

Organizational Characteristics/Key partners

Explain how the position fits into the larger Development organizational structure, with specific mention of relationships and dependencies with other stakeholders. If applicable, also explain how the position fits into the larger University organization.

Reporting to the Office Manager, Capital Giving, this role interacts with Advancement administrators and colleagues, alumni and donors, and colleagues in other campus departments including Finance and Treasury and the Office of the General Counsel.

Complex Tasks, Key Decision-Making, Special Demands

Please include a description of any Complex Tasks, Key Decision-Making, or Special Demands, related to this position (if applicable).
See above description.

Essential Qualifications

Qualifications are credentials or other measurable qualities necessary to perform the job. Specify minimum requirements for education, certification, and years of relevant experience. You may also state other measurable qualifications that are necessary for the position (e.g., advanced knowledge of Excel, managerial experience, etc.) Veteran employees may be allowed to substitute years of experience for certain educational requirements.

High School degree or equivalent required and at least five years of relevant practical experience required, preferably working in a fast-paced office for one or more managers.

Excellent interpersonal skills and a high degree of professionalism, working to high standards representative of Princeton’s commitment to excellence.
Strong written and oral communication skills.

Evidence of self-motivation and the ability to work both independently and in teams. Demonstrated ability to exercise independent judgment, problem solve, and make decisions based on established policies and procedures.
Discretion, good judgment, and commitment to data and information confidentiality.

Excellent attention to detail, accuracy and organizational skills

Strong computer skills, including: high level of proficiency in the Microsoft Office suite of applications, (e.g. Word, Excel, PowerPoint and Outlook); ability to conduct basic web research; ability to learn and manage alumni database information.

Ability to respond quickly to changing business needs and priorities. Ability to handle multiple projects simultaneously and to produce high-quality and compelling work product under tight deadlines. Ability to work with a high degree of flexibility in a highly-collaborative, fast-paced, goal-oriented environment

Commitment to the Office of Development’s mission of maximizing philanthropic support for Princeton University and to adhering to its guiding principles of High Performance, Innovation, Civility, and Collaboration

Preferred Qualifications

In this area, clearly outline any fields or areas of specialization that would make the employee stand out but are not required for the basic job function.