Detailed Job Description
A key member of the Annual Giving department, the Sr. Program Assistant provides ongoing administrative support to the Director and Annual Giving staff members, who are charged with increasing unrestricted and current use (directed) monies for the University.
He/She often serves as the first point of contact for the Office of Annual Giving at Bentley University, interfacing with all constituencies, prospects, and donors, and well as University officials, administrators, and colleagues within the division as well as across campus.
The Sr. Program Assistant is responsible to manage three key programs in the Annual Giving Office: the pledge collection and reminder process, the growing recurring gift program, and the newly initiated gift anniversary program.
He/She supports the organizational and reporting operations of the Annual Giving program, including, but not limited to: budget tracking/account payments, bi-weekly/monthly attendance submission, office supply orders, and coordination and management of work-study and other student staff.
As determined by the Director, the Sr. Program Assistant requests and prepares data for direct mail and email solicitations, and serves as the liaison to print and mail houses, ensuring accuracy and keeping the process on schedule.
The Sr. Program Assistant serves as the power-user of the division's Millennium database, Cognos reporting system, and iModules product for the Annual Giving department.
Additional Description of Duties:
Provides administrative support for the Annual Giving staff members, as needed, and may also be asked to provide occasional support for the Director of Parent Giving. Assists in making appointments, travel arrangements, and prospect research as requested. Provides out-of-office support for Annual Giving staff members.
Tracks open pledges, and sends reminders in advance of the due date. Highlights upcoming lapses for the Director or Gift Officer and manages renewal and upgrades.
Tracks recurring gifts, including credit card updates. Anticipates the end of subscriptions for the Director or Gift Officer, and manages renewals and upgrades.
As requested by the Director, develops a program to remind donors of the anniversary date of their gift date, and executes it on a monthly basis.
Executes acknowledgments, producing the segment of letters defined by the current process.
Creates and prepares data segments for direct mail and emailed campaigns as determined by the Director, including but not limited to Bentley Annual Fund, reunion class gifts, the Bentley Parents Fund, athletic appeals, and occasionally, restricted annual gifts. Ensures appeal codes and other relevant codes are created and loaded into Millennium. Maintains in-house supply of appeal materials and a record of all Annual Giving communications.
Prepares gift, credit card, recurring gift, and stock gift forms for annual gifts received into the office by mail or phone, or as needed for online gifts, and submits them to Advancement Services for gift processing.
Uses the Millennium database and Cognos reporting structure and is able to enter information (ex: contact reports) request changes and reports via the ticket system, and extract data as needed. Executes updates to the Annual Giving online giving pages.
Receives incoming calls and emails to the Annual Giving office and responds promptly. Greets visitors to the Annual Giving suite.
Initiates budget transfers as well as purchase and check requisitions. Logs departmental invoices and monitors the budget for Annual Giving cost center, and provides support to the Director for regular budget reviews.
Coordinates operational office needs including ordering office supplies, submitting payroll, and preparing attendance.
Ensures staff procurement/travel payments and departmental bills are paid in a timely manner.
Manages all aspects of Annual Giving work-study student assistants and interns, including hiring, supervising, training, and approving and submitting payroll. Delegates and oversees work assignments and performance reviews. Ensures a professional work environment for Bentley student workers.
Performs ongoing review of Annual Giving pages of the Bentley website, ensuring that the information is timely and reflective of current program objectives and activities. Brings suggestions for corrections and updates to the Director.
Works with vendors to obtain quotes, review invoices, and ensures timely payment.
Bachelors degree and 2-3 years office experience in a fast-paced, donor-centered or customer service environment.
The Sr. Program Assistant must be a poised professional capable of prioritizing and handling multiple tasks simultaneously.
He/She must have the ability to interact comfortably with internal and external constituencies, University officials, administrators, vendors, alumni, parents, friends, prospects, donors, and volunteers.
Demonstrate strong written and oral communication skills, including the ability to write, edit and proofread materials prepared for alumni, parent and friends of the University. Negotiating skills will also be needed while working with vendors.
License(s) Required for the Position
Must hold and maintain a valid, unrestricted US driver's license, with an insurable driving history as determined by Bentley's insurance carrier.
Bentley University is an Equal Opportunity Employer, building strength through diversity.