Senior Program Support Assistant

Job Duties/Responsibilities

• Manage and perform office operations as required by the Director of Development, such as scheduling calls, maintaining calendar of appointments, meetings, and deadlines, ordering supplies and equipment, and organizing and maintaining office files.
• Manage office contracts for software platforms and memberships, including tracking renewals and deadlines, and negotiating rates when possible.
• Support members of the University Advancement team and their prospects with complex travel and meeting arrangements as well as calendar, mailings, and event coordination, including preparing materials and presentations for quarterly President’s Council meeting.
• Provide financial reports to directors, disseminating budget information to team members, processing contracts, invoices, payments, deposits and transfers, and assisting with budget development and monitoring.
• Aid in PSU’s gift acknowledgement and donor stewardship program, including composing and preparing all gift acknowledgements and reporting from the Director of Development, generating monthly pledge reminders, and increasing gift acknowledgement tracking across units outside University Advancement.
• Coordinate large projects on behalf of office leadership, for example: scheduling meetings and driving correspondence with partners across multiple campus units to develop, purchase, and display campaign materials. Communicating, clarifying, and developing policies and procedures having to do with routine tasks, ensuring instructions, deadlines, and responsible parties are outlined with comprehensive documentation.
• Maintain and execute the communications plan for 20+ major donor cultivation events each year, involving the development, design and writing of emails, invitations, and other promotional materials, infrequent coordination with colleagues in Communications and Marketing.

Requirements

• High school graduation and seven years of related experience involving duties of increasing responsibility requiring discretion and independent judgment, or Associate’s Degree and five years of related experience, or a combination of higher education and related experience equal to seven years.
• Advanced computer skills, including complex word processing, e-mail, spreadsheets, database management, use of search engines, keyboarding skills, and other software applications as required by hiring department/unit.
• Effective written and oral communication skills.
• Supervisory skills.
• Experience in public relations, office supervision, grant-funded programs, marketing, telecommunications or publications as specified by department.
• Organizational skills.
• Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.
• Superb fluency with all Office 365 software (Word, Excel, Outlook).
• Ability to multi-task and appropriately prioritize daily workload in consultation with supervisor.
• Unquestionable integrity and professional discretion.
• Ability to keep highly confidential information confidential.
• Knowledge of standard business formatting and a commitment to professional, error-free presentation in all communications.
• Collaborative work style and successful experience working as a member of a team.
• Professional manner and appearance to appropriately represent PSU to high-level alumni, donors and prospective donors, volunteers, and University leadership.
• Strong analytical skills.