Job Title:  Development Administrative Assistant

Department:  Development

Reports To:  SVP of Development

Classification:  Regular Full-Time

FLSA Status:  Hourly Non-Exempt

Work Location:  Colchester, Vermont

Cellular Phone Reimbursement Eligible: No

Prepared Date:  July 2024

Summary

The Development Administrative Assistant will report to the SVP of Development and work closely with the Director of Business Sponsorship, Director of Membership, Director of Philanthropy, the Director of CRM and Integrations and the President & CEO. The Development Administrative Assistant provides database support to meet annual fundraising goals, as well as provides support and coordinates meetings for the Board of Directors.

Essential Duties & Responsibilities

Membership and Philanthropy

• Prepare renewals for Philanthropy program

• Prepare and distribute gift acknowledgement letters

• Update donor records including: upgrades, downgrades, premium requests, contact information changes, and event attendance.

• Daily mail processing, preparing checks received for deposit

• Small scale mailings and other donor correspondence

• PTO back-up support -respond to phone and email inquiries

• Participates in station fund raising activities as needed.

Business Sponsorship

• Assist team with contract entry and accounts receivables

• Provide support for special projects and events

• Help prepare proposals and PowerPoint decks for presentations

• Update and maintain electronic program folders

• Provide regular reports from CRM

• Meeting scribe

Board of Directors

• Collaborate with the President & CEO to establish systems that ensure efficient board administration and a positive board member experience.

• Act as point person for board member informational inquiries.

• Arrange meetings and perform the role of event coordinator for all board related meeting needs. Attend board meetings for the purpose of support and taking minutes.

• Coordinate with senior management staff to produce the agenda and “board book” for each meeting.

• Understand and implement board and director records required for compliance with the bylaws and applicable regulations in consultation with the President & CEO.

• Coordinate and maintain the central official repository of board records (Board Effect), including all documentation required for compliance and governance.

• Facilitate communication and information for invitees to board meetings and presentations.

• Responsible for maintaining confidentiality of all board matters and establishing respectful board relationships.

EXCELLENCE IN THIS ORGANIZATION

• A high level of commitment and dedication to the mission of the organization and public media.

• Ability to cultivate and develop inclusive and equitable working relationships with co-workers and audience, supporting and enhancing a culture of belonging.

• Preserving confidentiality appropriately.

• Serving as an excellent ambassador for the organization, both formally and informally. Helping audience and potential audience members, donors, and potential donors connect with the organization.

• Facilitating excellent communications across departments, among employees, and with the public. Fostering open and candid relationships with Vermont Public audience and donors. Managing conflict constructively.

• Demonstrating a commitment to the continuous improvement of the organization’s ability to fulfill its mission and vision.

• Demonstrating and encouraging creativity and enthusiasm for this work.

• Expressing consistent, high-performance expectations for themselves, their department, the leadership, and the organization itself.

• Developing a broad understanding of the organization’s departments, programs, and services to assist donors, collaborate effectively with peers, ensure respectful communication and teamwork among departments.

Supervisory Responsibilities:  None

Position Requirements

Education and Experience

High school degree or GED. Excellent communications (verbal and written) skills, strong interpersonal skills, exceptional organizational skills required. Demonstrated ability to maintain confidentiality and diffuse contentious interactions. Demonstrated ability to work collaboratively and independently, with focus and high attention to detail in an open office environment. Demonstrated ability to exhibit teamwork and adaptability. Demonstrated ability to manage multiple high priority activities/projects with multiple points of contacts/leads. Has strong computer skills including but not limited to Microsoft Office, Google Drive, database management (i.e. ). Experience with customer relationship management software (CRMs). Demonstrated ability to learn and operate multiple new systems and software.

Working Conditions

Work is normally performed in a climate-controlled office environment with moderate noise levels (computers, telephones, etc.). No known environmental hazards are encountered in the normal performance of job duties.

Standard Work Week: Monday through Friday, 8am to 4pm

Physical Demands

Work involves standing and walking for brief periods, bending, and filing, but most duties are from a seated position. There is potential for eyestrain from reading detailed materials on a computer screen. Deadlines, workloads during peak periods, and changing priorities may cause increased stress levels. Work requires finger dexterity and eye-hand coordination to operate computer keyboards at a moderate skill level.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note: This is not an all-encompassing statement of this position’s responsibilities. While it attempts to be comprehensive, new responsibilities may be assigned to this position at any time.

Vermont Public is a proud equal-opportunity employer. We work diligently to recruit a broad pool of candidates and to hire and promote qualified individuals whose personal experiences, characteristics, and talents reasonably reflect the diversity of the communities served by Vermont Public. Our equal employment opportunities apply to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. We encourage applications from women, minority groups, veterans, and people with disabilities.

Apply Here

PI245275239