Job ID: 2330

Reporting to the Associate Vice President of Development, the Administrative Assistant provides support to the AVP and the Development & Leadership Gifts department. Principal duties include drafting correspondence, scheduling prospect visits, arranging travel schedules, processing planned gifts, maintaining and updating planned gift quarterly and annual reports, and processing expenses.

Schedule & Benefits: The schedule for this position is 35 hours per week, 8:30 AM - 4:30 PM, with a one hour unpaid lunch, Monday-Friday, year-round (1,820 hours annually). Muhlenberg offers a highly competitive benefits package, including but not limited to, 15 days of vacation per year, generous holidays (including an extended winter break between Christmas Eve and New Year’s Day), sick leave, paid parental leave, tuition programs at the undergraduate and graduate level for employees, spouses, and dependent children, medical, dental and vision coverage, flexible spending plans, College-provided short-and long-term disability, life insurance, and retirement.

The College: Founded in 1848, 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. Check out Allentown and Life in the Lehigh Valley | Muhlenberg College to learn more.

Characteristic Duties & Responsibilities:

• Provide professional and welcoming reception to visitors, students, faculty, and staff, through in-person, email, phone, and other communications.
• Draft and prepare gift acknowledgment letters, marketing response correspondence, gift processing, and estate distribution correspondence.
• Schedule visits, develop trip itineraries, organize visit documentation (e.g. Millennium profiles, and previous call reports) and information packets.
• Draft and prepare follow-up communication; transcribe call reports for Associate Vice President visits and significant contacts; maintain the planned gift prospect and donor files.
• Complete planned gift direct mailings, including bi-annual planned gift newsletter, and administer contacts with company(ies) preparing planned giving promotional material.
• Assist in the preparation and distribution of internal reports, memoranda, and meeting agendas, including the Chart of Planned Gift Expectancies, Quarterly Planned Gift Portfolio Reports, and end-of-the-year annual reports.
• Coordinate the Circle of 1848 donor recognition events.
• Assist in staffing department events.
• Provide support for the Director of Corporate, Foundation, and Government Relations and activities associated with the Board of Associates.
• Collect receipts and prepare expense reports for Associate Vice President and the Leadership Gift and Planned Giving Officers.
• Keep minutes for Leadership Gift meetings and serve as the communications hub for all Leadership Gifts activity.
• Other duties as assigned.

While no one person may possess all the qualifications listed below, the ideal candidate will have many of the following professional experiences and characteristics:

Qualifications:

• High school diploma or equivalent required.
• Minimum one year relevant professional experience required; prior experience in finance, higher education, legal or development is a plus (but not required).
• Excellent oral and written communication skills, including proofreading skills.
• Active commitment to diversity, equity, inclusion and belonging.
• Effective organizational, time management, telephone, and computer skills.
• Ability to thrive in a multi-tasking, fast-paced, professional, and productive fundraising environment as a member of a collaborative development team.
• Ability to interact and communicate effectively with many internal and external constituencies, including College alumni, parents, students, faculty, staff, administrators, trustees, and visitors.
• Demonstrated proficiency in Google Workspace, MS Word, Excel, and database applications including mail merge features; ability to extensively use e-mail and Internet applications.
• Essential skills include attention to detail, proven ability to meet deadlines, high level of confidentiality, and a desire to help others succeed.
• Successful completion of background checks.

To apply, upload your complete application package as a single PDF document. A complete application package includes: 1) cover letter; 2) resume; 3) separate diversity statement summarizing your professional experiences and commitment to equity and inclusion; and 4) names/contact information for three professional references. Application review will continue until the position is filled. To initiate your application, please click here to be directed to our Career Portal.

An equal opportunity employer, Muhlenberg College is committed to recruiting and retaining outstanding faculty and staff from racial and ethnic groups that have been traditionally underrepresented in higher education. Please visit our Diversity & Inclusion page for additional information about Muhlenberg's commitment to supporting a diverse and inclusive community.