Program Assistant

REPORTS TO: Deputy Director of the Exeter Fund

SCHEDULE: Full-time, 37.5 hours/week, typical hours Monday - Friday 8:30am - 5:00pm. Schedule may vary according to departmental and Academy needs.

START DATE: July 1, 2024

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

Bi Weekly (Hourly)

Regular

Full-Time

Full year (52 weeks)

Staff

Institutional Advancement

Hybrid

Position Purpose

Supports the Director and Associate Directors with technological and administrative operations of the Exeter Fund office.

Job Responsibilities

• Provides general clerical support for Exeter Fund Directors including processing letters, mailing materials, emailing solicitations and tracking committee assignments.
• Coordinates the production and maintenance of solicitation lists for Exeter Fund Directors and the delivery of progress reports as required.
• Assists with the coordination of reunion class fundraising by producing reports to help prepare materials for meetings or conference calls.
• Schedules meetings, prepares itineraries, produces expense reports, maintains updated class letterheads.
• Assists with gift acknowledgments.
• Ensures that gifts received over the phone and by email are promptly received by contribution management staff for processing.
• Responsible for generating a variety of fundraising reports and analyzing the data for accuracy.
• Assumes shared responsibility for telephone and physical coverage of the Exeter Fund office.
• Works collaboratively with other Advancement staff to promote efficiencies and to develop and maintain goodwill, respect and cooperation.
• Provides assistance and support during reunion weekends, Exeter Leadership Weekend, and other Advancement events on campus as needed.

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Independent decision-making and professional judgment.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• Proficient in MS Office. Database management and reporting. Social media tools.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
• Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.

Direct/Indirect Reports

None.

Position Requirements

Education

• Associate’s degree or equivalent combination of education and experience required.

Experience

• 3+ years in a professional fundraising office or educational environment desired.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually).