Administrative Specialist

Description

The Administrative Specialist will develop a functional understanding of Steadman Philippon Research Institute and act as a liaison between senior executives and other internal & external stakeholders. This position will work proactively to provide general administrative support with a broad range of tasks, including maintenance of Development’s Raiser’s Edge database and coordination of company events.

• Enters all donations (cash, credit card, stock, on-line, gifts-in-kind, payroll deductions, real property, pledges, pledge payments) into Raiser's Edge system by assigning appropriate donor and gift codes, maintain database integrity and gift lists.
• Works closely with both the Development and Accounting teams to accurately report and maintain database information.
• Produces gift receipts/individualized acknowledgement letters for all gifts received in a timely and accurate fashion.
• Adds new constituent records into Raiser's Edge when a gift is received from an individual, corporation or foundation not in the database.
• Assists in ensuring maintenance and integrity of development database including name, address, biographical, educational and prospect information.
• Provides support for company events at the direction of SPRI’s VP of Development.
• Processes event registration and payments as appropriate.
• Answer the company phone line and transfer calls to the appropriate party.
• Provides sophisticated calendar management. Identify priority enquiries and schedule requests while managing schedule conflicts; using independent judgement and informed recommendations to ensure smooth transitions between day-to-day on-site and off-site engagements.
• Coordinates travel and accommodation arrangements; completes expense and mileage reports.
• Maintains confidentiality of all sensitive material and information in printed electronic or verbal form.
• Maintains personal commitment to the Steadman Philippon Research Institute mission and values.
• Other projects and duties as assigned for the overall benefit of the organization.

• Requires a minimum of three years of experience to include one or more of the following areas of expertise: executive assistant, event planning, benefactors and/or customers/clients relations.
• Extensive computer software experience including, but not limited to Microsoft Word, Excel and Power point.
• Experience in the use of information technology and management of database systems.
• Knowledge of Raiser's Edge software and knowledge in general accounting principles and business communication a plus.
• Well-developed administrative skills with a pro-active approach to organizing a high volume of tasks, maintaining appropriate, informed decisions regarding priorities and available time.
• Pleasant and courteous communication manner required with the ability to manage conflicting priorities.
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, donors, and funded partners.
• Able to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.