Executive Administrative Assistant - Institutional Advancement

Indiana Institute of TechnologyFort Wayne, IN

30+ days ago

Job type

Full-time

Job description

Job Details

Indiana Tech is a thriving, independent, teaching-oriented university that delivers career-oriented programming in a wide variety of disciplines that includes business, engineering, computer sciences, criminal justice, cybersecurity, marketing, health sciences, communication and helping professions. Indiana Tech enrolls nearly 1,500 students in its traditional undergraduate programs on its picturesque main campus, and nearly 5,000 students in its adult and online program. We offer degrees at the associate, bachelor’s, master's, and doctoral levels and undergraduate and graduate certificates.

Over 41% of our students are either globally or domestically diverse; this contributes to our unique vibrant and inclusive campus community. All academic programs are designed to provide students with relevant and practical experiences, including an emphasis on internships. The university is accredited by the Higher Learning Commission.

Indiana Institute of Technology embraces diversity and equal opportunity intentionally. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We believe that diversity and inclusion among our employees is critical to our success with respect to educating our students to become global citizens. Indiana Tech is an Equal Opportunity Employer.

Indiana Tech has big plans for its future. Learn more at .

Indiana Tech seeks qualified candidates to fill the Executive Administrative Assistant for the Vice President of Institutional Advancement. The position provided administrative support for the Vice President of IA and the IA team, including serving as administrative backup for gift processing, stewardship, and grant reporting functions, donor communication, and monitoring budget. This position will also support the Institutional Advancement department in areas of donor and alumni relations, events, and other duties as assigned relating to Institutional Advancement functions. This position will also be the first point of contact for all departments located in the Uytengsu building, welcoming and directing visitors and guests as needed within the building and around the campus.

Essential Duties & Responsibilities

For the VP of Institutional Advancement :

Work with time-sensitive highly confidential information with discretion, prioritizing accordingly.
Assist with special projects which may require research, data gathering, analysis, and preparation of reports or presentations.
Assist with donor, alumni, and guest communications, including in person, email, and phone.

Institutional Advancement Administrative Support :

Welcome guests to the campus and direct them accordingly, serving as the reception point person for Uytengsu. Respond in a positive manner to telephone calls and interface with university administrators, faculty, staff, parents, students, alumni, vendors, and visitors.

Maintain stock inventory of equipment and supplies and order as necessary.

Process purchase orders according to finance office practices, monitor budget usage and activity.

Create and maintain scholarship, bequest / estate planning files, etc. with original documents included.

Use Raiser’s Edge database to update, input, and extract donor and gift information.

Generate and distribute donor communication such as annual tax letters, scholarship reports, pledge reminders, invitations, pre and post event messages, and thank you letters.

Assist with department events by tracking registrations, sending event updates, scheduling venues and food service, and promotion by phone and email.

Assist with grant applications and grant reporting as needed.

Process and distribute mail.

Schedule team meetings and constituent meetings and send follow-up reminders.

Deliver or pick up documents, equipment, or supplies around campus.

Perform additional duties as assigned by VPIA.

Qualifications

Strong commitment to Indiana Tech’s Mission, Our Just Cause, Core Values, and Commitment to Diversity and Inclusion.

Customer service oriented with superior verbal and written communication skills.

Excellent organizational and interpersonal skills, capable of working effectively with board members, volunteers, and donors / prospects and independently overseeing complex projects

Bachelor’s degree preferred

Energetic, self-motivated, flexible, adaptable, and able to multitask in a fast-paced environment.

Knowledge of development activities with particular emphasis on information systems, development services, prospect research, fundraising, and alumni data programs and procedures preferred

A team player with an attitude of service.

A commitment to confidentiality

Knowledge of and experience with Office suite (Word, Excel, Outlook, PowerPoint), internet, and database experience preferred. Ability and willingness to learn these and other systems necessary to the job role and functions.

Knowledge of basic bookkeeping / budget management skills.

Ability to work occasional nights and weekends, as well as to occasionally travel locally and regionally.

Experience

Minimum of two years of experience in an administrative assistant or customer service-oriented role. A history of working in donor relations, a non-profit, or higher education is preferred.

Application materials must include a cover letter and resume. Applications must be completed in Paycom to be considered for the position. The position remains open until filled; candidates will be reviewed as application materials are received. For preferred review of materials, please complete your application by October 4, 2024.