Administrative Assistant Temp Job Opportunity in Williamstown, MA

Position Title:  Advancement Coordinator/Administrative Assistant – Temporary Assignment, 2-3 months

Hours: F/T Mon-Fri. 9a-5p (30 min lunch, work 37.5hrs/wk). Open to reduced hours as well.

Salary:  $20/hr

Reports to:  Chief Advancement Officer

Assignment Location:  Clark Art Institute, Williamstown, MA

Position Summary

This position provides front-line administrative support for a dynamic Advancement team; the role includes managing scheduling for the CAO, drafting correspondence, tracking departmental budgets, as well as donor gift entry and records management. As a front-facing member of the Advancement team, this position provides a great opportunity to represent the Clark to prospects, donors, Trustees, and other VIPs, as well as to learn critical fundraising skills.

Major Duties and Responsibilities (Essential Functions)

• Chief Advancement Officer administrative support
• Maintain calendar and contacts in Outlook. Schedule appointments; brief CAO daily.
• Process correspondence, both incoming and outgoing; answer CAO’s phone when CAO is not present.
• Oversee CAO’s expense account and travel expenses and help with travel arrangements.
• Maintain CAO’s tickler and enter call reports/actions into Raiser’s Edge.
• Keep electronic files, scanning hard copies as necessary.

• Financial management
• Coordinate accounts payable for all Advancement units and submit to Finance for payment.
• Review expense accounts, obtain approvals for advancement officers all in a timely fashion.
• Serve as the Advancement department’s point of contact for Finance.

• Advancement office management
• Coordinate mailings to the Clark Society, prospects, and donors; assist membership team with member mailings.
• Execute acknowledgements according to Advancement gift acknowledgement protocol, incorporating customization in concert with CAO and advancement officers.
• Maintain donor information and records. Enter, scan, and update confidential donor information, filing and attaching in Raiser’s Edge.
• Ensure that all Advancement phones are answered from 9:00 am – 5:00 pm by serving as back-up phone answerer for department members away from their phones.
• Schedule staff meetings and retreats; oversee Advancement calendar on Outlook.
• Order office supplies, toner cartridges, etc. and keep supply cabinet and storage shelves in order.
• Serve as point of contact regarding copy machine, printers, phones, and Outlook with IT.
• Maintain a clean, orderly and safe environment.

• Minimum Qualifications
• Proven communicator in verbal, written, and presentation forms.
• Maintains a flexible and forward thinking approach to the way work is done.
• Detail-oriented and able to manage competing priorities; continually seeking ways to improve.
• Understands the need to be responsible for own outcomes, and takes pride in delivering the best possible work product.
• Demonstrates integrity and ethics at all times.
• Maintains a team-oriented approach, and possesses the ability to cultivate positive and collegial workplace relationships