Experience

St. Joseph's University New York

• United States
• Higher Education
• 700 & Above Employee

• Administrative Assistant

  • Aug 2015 - Present

  I presently report to the Assistant Vice President of Advancement Operations. I am responsible for the administrative and clerical operations of the IA Office that provides administrative support to the IA staff.My duties and responsibilities include:Prepare RFD’s for signature and interact with the Business Office and staff.Handles mailing returns, researches new information and makes changes to the database as needed.Updates the database on a daily basis with information provided through mail returns, emails, phone calls and prospect research briefings. Maintains and replenish the IA petty cash account, provide detailed backup to the internal auditors upon request.Hand writes and prepare for mailing monthly birthday cards to alumni and donors.Hand writes and prepare for mailing memorial cards for deceased alumni and their families.Responsible for ordering promotional items and products for events, mailings and donors.Prepare, analyze and submit postage, copier and office reports to the Business Office. Train, supervise and manage student staff.Perform related duties as assigned.IA office liaison with both internal offices and external vendors. Maintain inventory, office supplies, equipment and restock. Show less

• Executive Asst. to the V.P. for Institutional Advancement

  • Jan 2005 - Aug 2015

  As an Executive Assistant to the VP for Institutional Advancement my responsibilities had a wide range of administrative and executive support. Responsibilities included:Coordinate and schedule appointments/meetings for the VP and staff and provide refreshments.Maintain calendar of in-house and off-site meetingsManage VP’s expense reports for travels and entertainment Book all seminars and conferences for the IA DepartmentComments and notes are entered in to database regarding VP visits and donor phone callsReserve the Conference Room for scheduling and coordinating for the entire CollegeMaintain accurate Staff records regarding staff issues and evaluations.Responsible for tracking sick, vacation, maternity and compensation for the IA Department.Manager all RFD’s prior to review and signing by Budget Officer.Maintain monthly reports & manage monies for the postage, fax & copy machinesManage Petty Cash monies, reports and allocationsPurchase all Donors and Alumni Gifts, office stationary, coffee and office supplies.Manage and train student workers on a day to day basis. Show less

• Gift Entry Processor

  • Apr 2001 - Jan 2005

  *Collect daily donations received by Development, Business Office and other university departments; evaluate, sort and total all donations made to the University on a daily basis in order to create daily gift batches.*Manage gift analysis and entry procedure and process daily gift batches in a timely and accurate fashion to adhere to Institutional Advancement's 48-hour turnaround receipting/acknowledgment policy.*Analyze gifts to determine appropriate campaigns, funds, appeals for each gift to be processed and write acknowledgement letter based on the above criteria and the source of the gift.*Process and enter matching gifts into the database when they are received.*Enter donations into the computer, maintain database integrity and gift lists; adhere to system operations.*Produce gift receipts and individualized acknowledgement letters for all gifts received in a timely and accurate fashion.*Add new constituent records to the database as needed, analyze information and populate all appropriate data fields where information is available. Show less

• Senior Administrative Assistant

  • Apr 1999 - Mar 2001

  Senior Office Assistant • Assist the Director of Alumni Relations in organizing special events for alumni in the metropolitan area and across the country• Mailings of invitations• Tracking responses• Entering all information in database• Handle phone calls from related to the eventEditorial Assistant for alumni magazine published BI-annuallyData Entry for over 15,000 Alumni records• Assist the Directors of Alumni Relations and Financial Aid with the Alumni Scholarship• Handle day to day operations• Assist alumni with request and questions• Answering telephones and directing calls• Making copies, sending faxes• Typing correspondence and daily mailings • Travel Arrangements• Make arrangements for travel via telephone, internet or mail. Handle printing, promotions and event setups Show less