Hybrid - partial time on campus/partial time WFH (working/living in MA).
Position Description
Duties and responsibilities are including, but not limited to:
Schedule management: Proactively manage the vice dean’s calendar of meetings and events, collect information and materials, monitor action items to completion, and maintain working knowledge of priorities and happenings across the school. Create agendas for vice dean-initiated meetings and ensure that agendas for other meetings are shared promptly. Partner with Vice Dean to ensure follow-up items are completed promptly.
Portfolio/Data management: Synthesize information from meetings and other communications to draft and upload contact reports to donor database, maintain other portfolio data as needed, and generate reports to support portfolio reviews and management. Ensure that all proposal data is entered accurately and timely.
Building trust and relationships: Establish and maintain key peer relationships at the school and across the University. Will also work with ODAR’s leadership in support of the Vice Dean’s priorities, including scheduling and ensuring that all staff meetings are scheduled, and agendas are prepared and distributed in a timely manner.
Dean’s office coordination – Serves as the primary ODAR point of contact for scheduling dean’s visits ensuring that outreach for meetings is coordinated across ODAR. Works closely with Dean’s office staff to ensure coordination of calendars.
Travel management: Arrange travel for visits, events, and other trips, prepare itineraries and gather other materials, and reconcile corporate card expenses to ensure timely payment.
Project management and support: Coordinate projects as needed in partnership with the Vice Dean and ODAR leadership, track deliverables and take notes and minutes as needed, staff ODAR events as needed, and represent the team at School-wide events.
Responsibility % Effort
Schedule management:
Schedule meetings with internal and external constituents
Prepare agendas, and draft or coordinate briefings and other materials for school leadership meetings, team All Staff events and retreats
Ensure that VD has all supporting materials needed, including reviewing and summarizing contact reports.
Manage action items and follow-ups
Maintain working knowledge of priorities and happenings across the school 30%
Portfolio Management/Advance data maintenance:
Draft and enter contact reports
Draft prospect correspondence and emails as needed
Ensure that proposals are entered and updated regularly in Advance
Other Advance maintenance as needed
Partner with prospect management and the Vice Dean to review portfolios 20%
Dean’s Office Coordination
Develop a close relationship with dean’s office administrative staff
Request dates for dean’s travel and ensure they are shared with ODAR frontline staff to ensure coordinated outreach for visits
Update visits regularly ensuring transparency and timely access to travel plans and confirmed visits
20%
Travel management:
Arrange travel and accommodations
Prepare itinerary and gather materials
Prepare expense reports 15%
Project management and support:
Coordinate projects as needed in partnership with the Vice Dean and ODAR leadership, track deliverables and take notes and minutes as needed
Staff ODAR events and participate in School-wide events 10%
Other duties as assigned 5%
Key competencies:
Attention to detail, communication skills, problem solving, strategic thinking
Basic Qualifications:
5+ years related experience required; a combination of education and experience may be considered
Previous experience with calendar management required
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint required
Experience providing complex administrative support in a high-profile environment
Strong written, verbal, and interpersonal communication skills
Proven task management, organizational, and creative problem-solving skills
Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information
Preferred Qualifications:
Bachelor's degree or equivalent experience
Aptitude for learning new systems quickly
Familiarity with the basic principles of fundraising.
Ability to anticipate, connect the dots and problem-solve.
Familiarity with SharePoint and Advance
Top Qualifications:
- Proven task management, organizational, and creative problem-solving skills
- Strong previous experience with calendar management required
- Preference to candidates with previous client experience
- Experience providing complex administrative support in a high-profile environment
Notes:
Hybrid - partial time on campus/partial time WFH (working/living in MA).
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status