Assistant to the Vice President, Advancement
Job Number: R0000547
Muhlenberg College seeks a dynamic and self-motivated professional to join our campus community as the Assistant to the Vice President for Advancement. Our Advancement office focuses on a number of high priority areas, all of which serve to enhance the experience of our students, including alumni affairs; annual, planned, leadership and alumni giving; corporate, foundation and government relations; prospect research; donor relations; advancement communications; and career services. This is an exciting opportunity to utilize your outstanding administrative, organizational and interpersonal skills to provide support to the Vice President in a fast-paced, community-focused environment that recognizes and embraces individual value and diversity in a collaborative team environment. The successful candidate will be able to efficiently complete complex assignments, respond to confidential matters with sensitivity and professionalism, and troubleshoot problems proactively. This full-time position has a schedule of 35 hours per week, year-round, with remote work up to two days a week possible after six months of employment.
The College: Founded in 1848, Muhlenberg College is a private, four-year residential, liberal arts college offering baccalaureate and graduate programs. Muhlenberg College is dedicated to shaping creative, compassionate, collaborative leaders through rigorous academic programs in the arts, humanities, business, natural sciences and social sciences; as well as pre-professional programs in law, health and theology; and progressive workforce-focused post-baccalaureate certificates and master's degrees. As part of eastern Pennsylvania's scenic Lehigh Valley, Allentown is a diverse city of 125,000, located just 60 miles north of Philadelphia and 90 miles west of New York City. Along with Bethlehem and Easton, the region is home to a vibrant arts scene, a nationally unique parks system, and a rich blend of diverse cuisine and restaurants. Muhlenberg offers a highly competitive benefits package, including paid parental leave, telework and flextime, generous holidays and paid time off, tuition programs at the undergraduate and graduate level, medical, dental and vision coverage, short-and long-term disability, and more.
Characteristic Duties & Responsibilities:
Maintains the Vice President's complex calendar with sensitivity and discretion. Schedules travel and both in-person and virtual appointments with trustees, alumni, friends of the College, parents, foundations and corporations as well as Senior Staff, College departments, faculty and local businesses.
Coordinates activities with the President's Office, involving Presidential solicitations, acknowledgements, travel, and communications.
Coordinates prospect research and event briefings for meetings and events attended by the President and Vice President.
Plans department-wide meetings, gatherings and retreats; coordinates and schedules guest speakers; prepares and distributes agenda; requests room reservations and equipment; prepares and distributes minutes; makes arrangements for refreshments as necessary and guest speakers' needs.
Supports the Vice President's Executive Team (ET) in their projects at the Vice President's direction. Assists with planning ET meetings and retreats.
Under the direction of the Vice President, maintains/monitors the Advancement budget.
Processes invoices, check requests and purchase orders.
Prepares presentations for the Vice President to use at various events (Board of Trustees meetings, Parents Council meetings, Alumni Board meetings, faculty meetings, classroom presentations, retreats, conferences, etc.).
Handles confidential data regarding personnel matters, Board of Trustee policies and materials, budget figures and donor gifts.
Efficiently enters call reports and actions into Millennium for Vice President, as well as President and Senior Staff members.
Assists with planning and executing special projects, including Board meetings, major donor events and department-wide projects.
Acts as the secretary for the Campaign Executive Committee of the Board of Trustees, coordinating Committee meeting material and accurately recording Committee meeting minutes. Supports the Financial Performance Committee, the Nominations and Governance Committee and the Student Experience Committee at the Vice President's direction.
Supports other key College events and activities for volunteers, donors and committees.
Manages vacation, out of office, and event calendars for the department.
Maintains Advancement policies and practices, including updating, distributing and ensuring accuracy of Advancement Portal materials for the department.
Troubleshoots donor and alumni requests; works closely with all offices with Advancement.
Organizes and manages the Vice President's office, files, correspondence, professional memberships, and materials.
Manages Vice President's travel and prospect visits. Prepares expense reports for the Vice President and manages the approval process for the Vice President's direct reports' expenses.
Hires, supervises, schedules and evaluates student workers.
Attends and contributes to major College functions, including but not limited to Alumni Weekend and Board meetings.
Participates in and provides support for department-wide fundraising efforts (e.g., MULEMENTUM, Mule Madness).
Performs other duties as assigned.
Bachelor's degree desired; significant related professional experience in lieu of an undergraduate degree will be considered.
Minimum two years' experience in senior/executive level administrative support required.
Prior experience in higher education or a non-profit environment with understanding of philanthropy, fundraising, gift concepts and the donor acknowledgement process a plus.
Superior written, verbal, and interpersonal communication skills.
Ability to communicate effectively with a variety of constituencies while maintaining the highest degree of professionalism.
Ability to work independently and take initiative to meet deadlines in a time-sensitive and fluid environment with attention to detail and accuracy.
Confident, articulate writer, with excellent project management, organizational and time management skills. Attention to detail is a must.
Advanced computer skills in Microsoft Office and Google Workspace. Experience with database management and ability to learn new computer applications.
Able to collaborate effectively with a wide range of constituents (the Office of the President, Senior Staff, trustees and other leadership donors and volunteers, Development colleagues, other staff and faculty of the College, alumni and friends of the College).
Willing and able to work occasional evenings and weekends, as needed to support College priorities and events such as MULEMENTUM, Alumni Weekend, etc.
Successful completion of background checks, including but not limited to education, credit, and national criminal background.
As part of the College's sequential approach for the health and safety of our campus community, proof of COVID-19 vaccination is required upon hire (absent an approved medical or religious exemption).
To apply, upload your cover letter, resume, separate diversity statement summarizing your experiences and commitment to equity and inclusion, and names/contact information for three references. (Your diversity statement should note how you demonstrate your commitment to the principles of diversity, equity and inclusion in your work, community and/or personal life. This may include, for example, work assignments, community service/mentoring, committee service, recruitment/retention activities, etc.) Please combine all application materials into a single pdf if possible. Application review begins immediately and will continue until the position has been filled. To initiate your application, use the APPLY button.