Woods Hole Oceanographic Institution is currently searching for a Senior Administrative Assistant - Annual Fund, Gift Accounting, and Development Services to join the Development Department. This is a regular, full-time, non-exempt position, and is eligible for full benefits.
Reporting to the Director of Advancement Services , provides administrative support to the Director of Advancement Services, Assistant Director of Annual Giving and Prospect Research, and the Assistant DirectorDonor Database Management and Direct Mail . This position contributes significantly to the effective operation of the Annual Fund, gift accounting and Advancement Services units by anticipating, prioritizing, and initiating projects in support of the fund-raising goals and objectives. Requires the ability to communicate effectively with Trustees and Members of the Corporation, Associates, and other individuals outside of the WHOI community. This position records and updates database records with profile information. Provides regular backup support for Accountant II-Gift Accounting requiring knowledge of WHOI gift accounting policies. In addition, this position will work with the gift accountant working as a liaison between the Finance and Accounting Department and Advancement.
The internal working title for this position could be Sr. Administrative Assistant II . The final level of the position will bedetermined commensurate with the selected candidates level of education and experience.
GIFT ACCOUNTING SUPPORT 50%
Act as Gift Accounting resource and backup. Duties include but are not limited to (at the direction of the Accountant II-Gift Accounting):
Accurately enter gifts in Raisers Edge (RE) ensuring proper designation. Send Cash Receipt Journal to the Controllers office, Development staff and President and CEO.
Ensure gifts are promptly acknowledged.
Assemble and prepare cash receipt information for all gifts received for cash manager to enter into the general ledger, constituent data maintenance, RE gift entry, generation of tax receipts, acknowledgements (including monitoring of all special letters required) and pledge reminders.Generate gift financial reports as required.
ANNUAL GIVING SUPPORT 25%
Provide administrative support to the Assistant Director of Annual Giving and the Assistant Director Donor Database Management and Direct Mail
Produce Engaging Networks (or Hubspot) and Raisers Edge (RE) reports.
Draft memos and correspondence and edit staff-generated letters. Maintain action items and updates individual records on a daily basis.
Assist with management of event planning (on-site and off-site) including assistance with development of invitations, program, and tracking follow-up activity. Working with the Assistant Directors of the Annual fund and Associate Director of Events, arrange for and coordinate use of facilities and advises on availability of services within and outside the Institution for large gatherings, meetings, conferences, and prepare agenda materials and record minutes of same.
Provide administrative support for annual operating plan documents including mid-course revisions. This includes working with Director of Advancement Services regarding format, scheduling, and edits. Gather operating plans to combine/merge into one overall Development Operating Plan document ensuring accuracy of data entry of this information in RE.
Work closely with Assistant Director for Annual Giving and Prospect Research, and Assistant Director-Donor Database Management and Direct Mail, to ensure RE data integrity for annual giving prospects and donors and assists with prospect research when needed.
Sustain all correspondence flow for Annual Fund. This includes database updates, opening mail and handling as necessary and distributing out-box mail. Distribution includes document scanning and emailing Development staff.
Derive Annual Giving information for database updates from trip reports, memos, letters, correspondence, and telephone conversations. Update RE individual prospect database records.
Responsible for production and distribution of action ticklers, events and travel calendars, solicitations/tracking reports and other reports as required.
Assure the smooth running of the Assistant Director for Annual Giving and Prospect Research and Assistant Director-Donor Database Management by acting as authoritative source of program information.
Maintain working knowledge of fundraising objectives and donor strategies. Reflect this in donor relationships and interactions.
Activities require occasional evening or weekend work to support Annual Fund and donor events.
ADVANCEMENT SERVICES SUPPORT 25%
Provide administrative support for the Director of Advancement Services.
Responsible for Annual Fund telephone handling, as well as sharing Development Office phone responsibility with other support staff.
Assist with special projects, such as Board and Corporation Membership directory updates.
Create RE queries, exports and reports (one off and monthly) to acquire data and statistics.
Work closely with Director of Advancement Services and Assistant Director for Annual Giving and Prospect Research and Assistant Director-Donor Database Management to coordinate associated financial data.
Create and maintain thorough mailing and event paper and electronic records and documented processes.
Perform other duties as deemed necessary.
Education & Experience
2+ years experience in an administrative role within a fundraising environment.
Requires excellent organizational skills with a capacity for managing many projects simultaneously, and an ability to work independently, organize and establish job priorities to meet deadlines.
Discretion, good judgment and tact, and an ability to maintain strict confidentiality are all essential qualifications, as is an understanding of and appreciation for WHOIs scientific and educational mission. Interacting with prospects, donors and Board of Trustees and Corporation members, requires the ability to communicate both orally and in writing in compelling ways.
It requires an ability to interact consistently in a positive manner with members of the Institution, Board, Corporation, and external community, and an ability to work collaboratively across functions, levels, and departments.
Further details of the physical requirements of established essential functions for this position will be discussed during the interview process.
Internal Number: 2021-1393
About Woods Hole Oceanographic Institution
Woods Hole Oceanographic Institution (WHOI) is the world's leading, non-profit organization dedicated to ocean science and engineering, exploration and education. Come join a diverse organization whose curiosity, creativity, and commitment help improve the world's understanding of the ocean's importance to the plant and to society. Experience a culture of excellence, dedication, innovation and discovery.Please visit https://careers.whoi.edu for a listing of all of our openings and apply today!