Administrative Assistant

Hybrid - partial time on campus/partial time WFH (working/living in MA).

Organizes and implements administrative systems and procedures. Serves as principal source of information on unit, project or program. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software. Prepares and maintains financial, personnel, administrative, student records. Provides for smooth day to day flow of communications within the department. May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and or databases.

Arranges for use of facilities and plans meetings, conferences and seminars. Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information. Competency using a variety of office computer software. Requires intermediate to advanced knowledge of email calendar, word processing, spreadsheets. Prior office experience required.

• Records expected gifts into Securities Gift Manager (SGM) from email and phone inquiries
• Provides DTC instructions to donors and brokers in response to Security Gifts phone and email inquiries
• Assists with valuing security gifts
• Maintains and updates information and documents in gift, customer relations management, and document management systems
• Helps to process mail received for trust administration; coordinates checks received for processing and deposit
• Provides administrative support as needed
• Must adhere to periods of paid time off restriction at fiscal year and calendar year ends
• May be required to work during some designated client holidays
• The client embraces the values of diversity, inclusion, belonging, respect and transparency, and expects each team member to approach work in the context of these values
• Due to the evolving nature of this newly integrated structure and the operational needs of Alumni Affairs and Development, these responsibilities may be adjusted in conformity with the level of this position

• Communicate professionally and effectively with donors.
• Manage donor inquiries and gift processing with accuracy and attention to detail.
• Maintain organization while handling multiple donor requests and transactions.
• Collaborate with team members to ensure excellent donor service and support.
• Strong verbal and written communication skills.
• Excellent organizational skills with the ability to manage multiple priorities and follow through on tasks.
• Team-oriented mindset with strong collaboration skills.
• Basic understanding of financial securities, including:
  Stocks, Bonds, and Mutual Funds Proficiency with Microsoft Office applications, including:
  Outlook, Excel, and Word
• Ability to learn and utilize internal systems (training provided).
• Detail-oriented, dependable, and customer-service focused.
• Comfortable working in a fast-paced environment while maintaining accuracy.
• Interested in donor relations, gift administration, or financial services support.

• 1. High School graduate. College background preferred.
• 2. Proficiency with Microsoft Office and experience working with databases. Willingness and ability to learn new systems as necessary.
• 3. Discretion and past experience working with confidential data.

Hybrid schedule

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