Administrative Assistant I - Major and Planned Giving
Job Overview
Employment Type
Full-time
Compensation
Salary
Range $63,129.05 - $102,796.62
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
Employee assistance program
Flexible spending account
Job Description
The New Jersey Institute of Technology (NJIT) is a public research university located in Newark, New Jersey. Known for its strong emphasis on science, technology, engineering, and mathematics (STEM) education, NJIT is committed to fostering an inclusive and diverse academic community that supports innovation and excellence. The university serves a broad community of students, faculty, and staff, offering a range of undergraduate, graduate, and doctoral programs designed to prepare graduates for professional success and societal contributions. NJIT is dedicated to equal employment opportunities and complies with all relevant federal and state laws to ensure a nondiscriminatory work environment. Their commitment to diversity, equity, and inclusion is integral to their mission, encouraging applications from individuals of varied backgrounds and life experiences.
The Administrative Assistant I - Major and Planned Giving is a critical role within NJIT's SVP Advancement department, specifically reporting to the Associate Vice President of Planned Giving and Major Gifts. This full-time, exempt staff position offers an annual salary range from $63,129.05 to $102,796.62, reflecting the candidate's experience, education, and skills. The role involves providing high-level administrative and operational support to the frontline fundraising team, helping to advance the university’s fundraising goals. The position requires managing donor communications, coordinating meetings and events, maintaining accurate donor records, and ensuring the smooth day-to-day operations of the major gifts program.
Ideal candidates will be highly organized and detail-oriented, capable of handling sensitive information with discretion and professionalism. They will support Executive Directors of Development by managing calendars, scheduling donor meetings, arranging travel, and preparing correspondence, proposals, and donor reports. The Assistant will enter and manage data in several integrated systems, including Highlander E Merchant, Chrome River, and the Raiser’s Edge CRM database. They will coordinate logistics for donor meetings, cultivation events, and stewardship activities, ensuring all processes meet the university's standards for quality and confidentiality.
Additional responsibilities include coordination of confidential financial documents and legal paperwork related to planned giving, assisting with gift agreements and acknowledgments, and supervising student employees. This role also entails managing office supply inventory for the major gift team and facilitating communication internally among development, finance, and leadership teams. Working closely with senior-level personnel, the Administrative Assistant helps maximize the efficiency and effectiveness of the development and planned giving activities at NJIT. The position is essential in maintaining the integrity and professionalism of donor relationships through precise record-keeping and thoughtful coordination.
The Administrative Assistant I - Major and Planned Giving is a critical role within NJIT's SVP Advancement department, specifically reporting to the Associate Vice President of Planned Giving and Major Gifts. This full-time, exempt staff position offers an annual salary range from $63,129.05 to $102,796.62, reflecting the candidate's experience, education, and skills. The role involves providing high-level administrative and operational support to the frontline fundraising team, helping to advance the university’s fundraising goals. The position requires managing donor communications, coordinating meetings and events, maintaining accurate donor records, and ensuring the smooth day-to-day operations of the major gifts program.
Ideal candidates will be highly organized and detail-oriented, capable of handling sensitive information with discretion and professionalism. They will support Executive Directors of Development by managing calendars, scheduling donor meetings, arranging travel, and preparing correspondence, proposals, and donor reports. The Assistant will enter and manage data in several integrated systems, including Highlander E Merchant, Chrome River, and the Raiser’s Edge CRM database. They will coordinate logistics for donor meetings, cultivation events, and stewardship activities, ensuring all processes meet the university's standards for quality and confidentiality.
Additional responsibilities include coordination of confidential financial documents and legal paperwork related to planned giving, assisting with gift agreements and acknowledgments, and supervising student employees. This role also entails managing office supply inventory for the major gift team and facilitating communication internally among development, finance, and leadership teams. Working closely with senior-level personnel, the Administrative Assistant helps maximize the efficiency and effectiveness of the development and planned giving activities at NJIT. The position is essential in maintaining the integrity and professionalism of donor relationships through precise record-keeping and thoughtful coordination.
Job Requirements
- An associates degree required
- Minimum of 3 to 5 years of experience in the advancement field
- Knowledge of Raisers Edge, Banner and Chrome River
- Ability to handle sensitive and confidential information with discretion
- Strong organizational skills
- Proficient in Microsoft Office and database management
- Effective communication skills
- Ability to multitask and prioritize
- Experience in higher education preferred
- Ability to supervise student employees
Job Qualifications
- An associates degree required
- Bachelor degree preferred
- A minimum of 3 to 5 years of experience in the advancement field, preferably in a higher education setting
- Demonstrated knowledge of Raisers Edge, Banner and Chrome River
- Ability to learn other programs as needs arise
- Strong organizational and communication skills
- Experience managing confidential and sensitive information
- Proficiency in data entry and office software
- Ability to work independently and as part of a team
Job Duties
- Provide administrative support to Executive Directors of Development including calendar management, scheduling donor meetings, and coordinating travel arrangements
- Prepare and manage correspondence, proposals, briefing materials, and donor reports
- Enter data into NJIT's integrated systems including Highlander E Merchant, Chrome River and Raiser's Edge CRM database
- Coordinate logistics for donor meetings, cultivation events, and stewardship activities
- Coordinate and organize diversified confidential information needed to prepare quarterly distributions of unitrust payments to planned giving donors
- Manage accurate filing of confidential financial documents with state agencies such as the Department of Treasury
- Assist in preparing gift agreements, acknowledgments, and stewardship materials
- Order, stock and distribute office supplies for major gift team
- Manage all correspondence including implementation of notarized legal documents for estate attorneys and other entities handling planned giving vehicles
- Manage incoming communications and respond or route inquiries appropriately
- Support internal coordination between development, finance, and leadership teams
- Ensure confidentiality and professionalism in all donor-related matters
- Supervise student employees
- Work closely with senior-level personnel to maximize management of development and planned giving activities
- Other duties as assigned by the Associate Vice President for Major and Planned Giving
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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