Upstate New York HERC

Position Summary

Reporting to the Vice President for Development, this position is responsible for providing high level project management for the development department as well as administrative support to the Vice President. This includes managing department-wide projects; interfacing with other departments to enhance collaboration; management of office work-flow and communication; preparation of confidential correspondence and reports; serving as a point person for internal and external stakeholders; maintaining the Vice President's calendar; coordinating meetings, travel, and reimbursements; and managing other major projects as needed. Given interactions with high profile internal and external constituents, as well as access to confidential information, it is critical to maintain a high level of discretion and diplomacy in all aspects of the position.

Primary Position Responsibilities

Project Management for the Development Department (50%)

• Interface with department leaders to capture, monitor, and report on department projects and initiatives, with an emphasis on campaign planning and execution.

• Create and maintain project management systems, including software selection and implementation.

• Record and track tasks, deliverables, and deadlines, and regularly report to the department on progress toward deliverables and deadlines.

• Partner with Development Operations team to integrate data from Affiniquest donor database as well as financial reports as needed

• Research data and information for upcoming projects or initiatives

• Coordinate and maintain staff vacation calendar and hybrid work schedules, and supporting planning of annual staff meetings and retreats

Administrative Support for the Vice President (50%)

• Manage calendar, including coordinating meetings, compiling agendas and necessary documentation;

• Support travel planning, including transportation, lodging, completing travel authorization forms, and compiling expense reports

• Compile donor briefings, itineraries, and other supporting materials

• Manage meeting preparation, including room reservation, set-up, catering, and compiling materials

• Assist Vice President with corresponding with a range of groups, including high level administrators within the College, high profile alumnae/parents/trustees/donors, and external partners

• Prepare materials and reports for Board meetings, stakeholder presentations, etc.

• Record notes of all staff meetings, leadership team meeting, and other meetings as necessary Debrief with VP after donor meetings, create and enter contact reports, and communicate pertinent information to others

Supervisor Responsibilities

• Student workers

Education Required

• Bachelor's degree preferred; project management training and/or certificate a plus

Experience Required

• Five year's of progressive administrative office experience

Skills and Abilities Required

• Excellent interpersonal skills - excellent judgment, diplomacy and sensitivity regarding confidential information

• Strong project management skills and experience, formal project management training and/or certificates, a plus.

• Excellent writing, editing, and proofreading skills

• Knowledge of Microsoft Office including Word, Excel, PowerPoint; knowledge of database programs

• Highly organized/good time management - ability to handle multiple priorities simultaneously

• High tolerance for ambiguity and changing priorities

• Flexibility and a good sense of humor.

• Commitment to the mission and goals of Wellesley College

All employees hired are strongly encouraged to be up to date with all vaccination and boosters against COVID‐19.

Wellesley College offers a wide variety of benefits programs and resources to its employees, including:

• Generous paid time off

• Following one year of employment, Wellesley College will contribute up to 10.5% towards your 403B plan for eligible employees

• Resources to navigate student loan forgiveness

• Free use of the athletic/fitness facilities, including on-site fitness classes

• Free on-site parking in an enclosed parking garage

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About Wellesley College

Wellesley is known for the excellence of its education, the beauty of its setting, its gifted faculty, and the uniqueness of its campus culture. But most of all, Wellesley is known for the thousands of accomplished, thoughtful women it has sent out into the world for over 100 years women who are committed to making a difference. Every year, some 2,400 of the world's top undergraduate women are challenged to exceed their own highest personal and intellectual expectations. The mastery Wellesley graduates demonstrate across the professional and vocational spectrum, and the influence they wield, whether in their own communities or on the world stage is testament to a singularly empowering undergraduate experience. Wellesley's lively academic community places a high value on rigorous, probing inquiry, and creative, cross-discipline thinking. Its collaborative approach to scholarship encourages students to question, debate, and refine their points of view, not only with each other, but with our world-class faculty, often by working directly with them on groundbreaking projects. A Wellesley education fosters the highest standard of readiness for the real world in its graduates, in terms... of ability to think, act, and contribute meaningfully and effectively in their chosen areas of interest.

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