Job Details

Rollins College
  • Position Number: 3256973
  • Location: Winter Park, FL
  • Position Type: Development and Fund Raising

Administrative Assistant


Job no:
493343
Work type: Staff (Full-Time)
Location: Orlando, FL, Winter Park, FL
Categories: Development, Advancement Services, Institutional Advancement
Division: Institutional Advancement

Rollins is the best college in Florida, but don't just take our word for it. See what the experts are saying. Explore all of the ways Rollins is top ranked—from our academic excellence and expert faculty to our unparalleled campus and one-of-a-kind study abroad opportunities.

For the 13th consecutive year, Rollins College has been named a "Great College to Work For". Be a part of the Rollins experience and find a place where you belong. Ready to join us?

Our Service Excellence Philosophy:
At Rollins, we strive to be responsive, respectful, collaborative, competent, and inclusive in all that we do. Whether serving prospective or current students, alumni, local residents, or our fellow faculty and staff colleagues, these standards define the Rollins service experience.

Total Rewards & Compensation:
15 Days - Paid Time Off (vacation, sick and personal time)
10 Days - Paid Holidays
5 Days - Paid College Closure Days
Eligible for Medical, Prescription, Dental & Vision Insurances (within 30 days of hire)
100% Employer-Funded Health Reimbursement Account ($125+/month)
100% Employer-Paid Short & Long Term Disability Insurance
Domestic Partner Benefits
11.5% Employer Retirement Contributions
Discounted On-Campus Dining Meal Plans
FREE On-Campus Parking
FREE Access to Campus Amenities (gyms, pools, library, sporting events and more)
FREE Full Tuition for Employees and their Families
Pet Insurance
100% Employer-Funded Employee Assistance Program
Flexible Spending Accounts
Award-Winning Wellbeing Programs: Blue Rewards, Rally Dollars, Hinge Health Musculoskeletal Coaching
Plus More!

Additional Perks:
Local & National Discount Programs, including Winter Park Locations (i.e. shops, restaurants, gift cards and more)
FREE E-Training Courses & Professional Development Opportunities
IT Software & Laptop Discounts (Apple, Lenovo, and more)
College Bookstore Discounts
Annual Service Awards & Recognition Programs
Plus More!

The hourly rate is $16.00

Primary Job Responsibilities:
The Administrative Assistant performs a broad range of complex and confidential executive support within the Development Office alignment of the Institutional Advancement Division. Key function is to provide primary support for the Senior Director of Major and Planned Gifts (supervisor) and the Director of Corporate and Foundation Relations and the frontline fundraisers on the major gifts team and gift planning team. Responsibilities entail the coordination of materials, logistics, and communications for the Office of Development, Office of Parent Programs and Office of Planned Giving. Other duties as assigned by the Senior Director of Major & Planned Gifts.

Serves as primary assistant to the Senior Director of Major & Gift Planning, which entails:
Managing calendars and ensuring the effective scheduling of staff meetings well as meetings with alumni, and friends who are volunteers and/or donors of the College.
Communicating with internal and external constituents on matters involving the Senior Director of Major & Planned Giving, frequently interacting with alumni, donors, staff, and senior-level administration and at times attorney offices, trust offices and executor of estates.
Monitoring and paying the Senior Director of Major & Gift Planning invoices and P-card statements.
Drafting correspondence and preparing reports, documenting donor contacts in Argos, scanning and uploading documents into SharePoint and OnBase.
Responding to inquiries, including those of a highly sensitive and confidential nature.
Compiling data and managing department files and records.
Coordinating the Senior Director of Major & Planned Giving travel/appointment schedule, including setting appointments with alumni, and friends of the College, and making travel arrangements for airlines, lodging, car rental, etc.
Coordinating special visits, as assigned, to the campus by alumni and friends including reservations for lodging, preparation of itineraries and meeting agendas and scheduling group or individual meetings with College administrators or staff.
Coordinating development-wide communication to include emails, memorandums, and meetings, as determined by the Associate Vice President.
Assisting in the preparation of planned giving marketing campaigns, newsletters, materials and mailings.
Assisting in the response and follow-up to those marketing pieces.
Helping to administer the Cloverleaf Legacy Society including correspondence, maintaining of donor lists, and assisting with donor stewardship events.
Overseeing office management responsibilities for the Development Alignment, to include but not limited to, ordering stationary, business cards, stamps, envelopes and letterhead for Development, ordering/dispensing general supplies for office and kitchen, maintaining stock of copy room and break room, liaison with property manager, distribution of mail, and preparing gifts to lockbox.

Serves as primary assistant to the frontline fundraisers on the Major Gifts and Gift Planning teams which entails:
Assisting with administrative details related to development events on and off-campus to include designing and mailing invitations, monitoring RSVP lists, emails and correspondence, catering and space reservations, hotel arrangements and digital and print materials.
Assisting frontline fundraisers with proposal submissions.
Assisting with mailing correspondence, proposals and reports.
Assisting in effective scheduling of meetings with co-workers and campus partners.
Supporting the coordination of onboarding materials and new hire training itineraries to new staff members.

Key Position Competencies:
Judgment
Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
Swiftly refers problems/issues to the appropriate person(s) when necessary
Works effectively without constant and direct supervision or guidance
Ability to work independently and handle confidential material

Adaptability
Demonstrates flexibility in the face of change
Projects a positive demeanor regardless of changes in working conditions
Shows the ability to manage multiple conflicting priorities without loss of composure

Organization
Determines the appropriate allocation of time
Effectively manages the workspace
Balances conflicting priorities in order to manage workflow, ensure the completion of essential
projects, and meet critical deadlines

Proactive Anticipation of Needs
Demonstrates the ability to foresee problems and prevent them by taking action
Utilizes analytical skills and a broad understanding of the business to effectively interpret needs
Takes initiative to implement changes/new ideas to advance the Division

Communication Skills
Active listener
Speaks with confidence using clear, concise sentences and is easily understood
Produces well thought-out, professional correspondence free from grammatical and spelling errors
Thorough knowledge of business English, spelling and grammar
Uses high quality, professional oral and written skills to project a positive image of the business

Client Service
Interacts professionally with internal and external constituents at all times
Promptly responds to requests with accuracy and a courteous demeanor
Works as a competent member of the team, willingly providing back up support for co-workers when appropriate and actively supporting division-wide goals, serves as a resource for division colleagues

Computer/Technical Skills
Displays proficiency using standard office equipment and computer software
Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills
Math computational skills sufficient to perform basic accounting functions

Minimum Qualifications:
Minimum of four to six years of job related experience.
High school diploma plus two years of additional business, technical or college training or equivalent combination of education and experience.

Preferred Qualifications:
Bachelor's Degree.

Work Schedule:
The Administrative Assistant role is a full-time 12-month appointment, scheduled to work 7.5 hours/day, 37.5 hours per week. The schedule for this position is Monday-Friday, 8:30am - 5:00pm (with one hour for lunch).*

*Overtime and weekends may be required as needed.

Work Environment:
Campus-based, front-facing customer service position, working in an office environment.
Front-facing customer service position.
Work requires visual strain due to computer usage.

Instructions to Applicants:
To apply, please submit an application and upload the following materials:
1. Resume
2. Cover Letter (optional)

Screening of applications will begin immediately.

About the Institutional Advancement, Development Team:
The Office of Development is comprised of a team of fundraising professionals who work with alumni, parents, foundations, corporations, and friends to raise the resources that advance the strategic priorities of the College. Development includes Major Gifts, Gift Planning, Parent Programs, Corporate & Foundation Relations, and Annual Giving.

To learn more about the Development Team, please visit: https://www.rollins.edu/giving/.

About Rollins College:
Rollins is committed to fostering a diverse and inclusive campus community, and the College celebrates the open exchange of ideas within a climate of civility and mutual respect. We view differences—from race and ethnicity to sexual orientation and political perspectives—as rich opportunities for understanding, learning, and growth. to learn more, please click here.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities.

FLSA Status: Non-Exempt

Service Months: 12

Advertised: 11 Jul 2022 Eastern Daylight Time
Applications close:

To apply, please visit:
https://jobs.rollins.edu/en-us/job/493343/administrative-assistant






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