Job Description

The Advancement Associate provides complex administrative, technological, and programmatic support for the Chief Advancement Officer (CAO) in the Division of Student Affairs including coordinating and scheduling meetings, managing the CAO's calendar, assisting in preparation of correspondence, creating and analyzing reports and presentations, updating databases, and facilitating effective interactions with internal and external stakeholders. The CAO will rely on the Advancement Associate to set up effective processes that enable the CAO to focus on strategic advancement objectives of the division. This person must be able to work under pressure at times and handle a wide variety of activities while maintaining strict confidentiality. This position reports directly to the Chief Advancement Officer and works closely with parents/families of Virginia Tech students, student leader alumni, and is a member of the Student Affairs Advancement team. The ideal candidate must have a professional presence, be organized, flexible, and self-directed with an ability to anticipate needs and proactively solve problems.

Responsibilities include:
* Managing office logistics including unlocking/locking office during regular business hours, serving as first point of contact for the Advancement office in Student Affairs, answering phones, purchasing supplies, scheduling internal and external meetings, managing calendars, making travel arrangements, and processing and tracking reimbursements.
* Corresponding with donors, volunteers, and others, including responding to donor requests regarding payment options, composing and proofing all written materials for accuracy, professional appearance, and compliance with university and division guidelines, prepare and coordinate emails and mailings including gift acknowledgement letters from the VP and CAO of Student Affairs, creating/entering contact reports, and maintaining updates to the Advancement team's annual Work Plan.
* Using central university databases such as Blackbaud/AIMS and Excel to generate reports and spreadsheets about constituent activity, analyzing constituent data, conducting research as requested, and updating and tracking key constituent and gift information in AIMS.
* Handling communications related to gifts to Registered Student Organizations.
* Serve as Department Administrative Professionals Network representative to Student Affairs Human Resources.
* Use HokieMart to enter office supply orders and handle reimbursements.
* Assisting with coordination of Board meetings and other Advancement related events including post event follow ups and recording attendance, special projects, and other duties as assigned.

Required Qualifications

* Experience with professional level administrative support.
* Experience working with confidential information and prioritizing tasks in a fast-paced environment while maintaining composure.
* Demonstrated experience using Microsoft applications including Excel, Word, PowerPoint, Outlook, and OneNote.
* Demonstrated excellence in verbal and written communication, including the use of proper grammar and spelling.

Preferred Qualifications

* Bachelor's degree in related field or equivalent combination of education and/or experience.
* Demonstrated ability to self-direct while working as member of a team.
* Experience with Blackbaud/AIMS, Banner, HokieMart, and other Virginia Tech enterprise systems. Experience working in higher education and/or fundraising.

Pay Band

3

Appointment Type

Regular

Salary Information

$36,000-$38,760

Review Date

2/8/2024

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight , a , a college, , and . The university has a significant presence across Virginia, including the in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous and . A leading global research institution, Virginia Tech conducts more than $500 million in research annually.