Woods Hole Oceanographic Institution is currently searching for an Administrative Associate I to join the Development Department. This is a regular, full-time, exempt position, and is eligible for benefits.
This position supports the CDO office and the Director of Major Gifts and Planned Giving, contributing significantly to the effective operation of these offices by anticipating, prioritizing and initiating projects in support of the fund raising goals and objectives.
ESSENTIAL FUNCTIONS & DUTIES:
MAJOR GIFTS SUPPORT DUTIES
Develops working knowledge of fundraising objectives and donor strategies. Reflects this in donor relationships and interactions.
Assists in proposal preparation by meeting with scientists, preparing and or/typing budgets and producing standardized documentation. Drafts correspondence, reports and memos.
Assists with management of event planning (on-site and off-site). Includes development of invitations, program, and tracking follow-up activity. May arrange for and coordinate use of facilities and advise on availability of services within and outside the Institution for large gatherings, meetings, conferences, and may prepare agenda materials and record minutes of same.
Helps plan and organize travel by Senior Administrators for fund raising purposes which includes preparation of background reports on donor prospects.
Schedule appointments, meetings and conferences and may record minutes, prepare agenda materials, and maintain calendars.
Derives information for database updates from trip reports, memos, letters, correspondence, and telephone conversations. Updates Raiser's Edge individual prospect database records. Maintains and distributes tickler items weekly.
Sustain all correspondence flow for Major Gifts. This includes general typing, dictation, copying, filing and distribution. This will include opening mail and handling as necessary and distributing out-box mail.
Responsible for telephone handling, as well as sharing Development Office phone responsibility with other support staff.
Responsible for production and distribution of action ticklers, events and travel calendars, solicitations/tracking reports and other major gifts and planned giving reports, including analysis reports as requested by CDO and Director of Major Gifts and planned giving.
With guidance from Major Gift's officers, helps formulate annual budget for this area and assures expenditures are within approved budget.
Gathers data from in-house, institution-wide, electronic databases, municipal and state information regarding prospects for information regarding philanthropic capability and tendencies. Organizes, word processes, and edits verified and extrapolated data into comprehensive, standardized research profiles. Composes biographical profiles on current and potential WHOI Trustees and Corporation Members. Reviews Development Office correspondence (letters, memos, trip reports, etc.) in order to extract donor information. Uses this information for general biographical information, trip and event back-up materials.
Assures the smooth running of the Major Gift's office by acting as authoritative source of information.
Handles and maintains confidential materials and may take and transcribe dictation of a complex and confidential nature. Exercises good judgment while interacting with constituents and their related records.
Oversees maintenance of Major Gift's files.
Uses Development Office software.
Oversees Major Gift's budgets including creation of annual budget and monitoring of spending.
Maintains, organizes and prioritizes multiple office tasks.
CHIEF DEVELOPMENT OFFICER SUPPORT DUTIES
Assures the smooth running of the Chief Development Officer's office by serving as a source of information, and by acting as liaison with Institution programs and scientific staff and/or external organizations on the department's activities and projects. Has strong sense of logistics and gives attention to organizational details. Demonstrates ability to work as a team player. Must be articulate and have a proven ability to exercise discretion, good judgment, and take initiative. Interacts well with members, donors and Development staff.
Assists in preparing, editing and proofing proposals, proposal budgets, institutional financial information, reports, project financial statements, letters, briefing materials, and other documents requiring familiarity with the Development office activities and the specific requirements dictated by the grantmaker. Prepares periodic grant/contract/administrative reports and interfaces with Institution offices and external agencies on behalf of those activities. Coordinates the input of various WHOI departments and is adept at using multiple software applications and file formats. Demonstrates proficiency in Microsoft Word, Excel, WHOI Grants and Proposal Log, Raiser's Edge, Adobe software and database logic.
Responsible for maintaining original documents and correspondence and electronic files on behalf of the Chief Development Officer and his/her areas of responsibility.
Tracks financial status of major gifts and Chief Development Officer activities and is responsible for maintaining an accurate calendar for all proposal and (narrative and financial) reporting deadlines.
Assists in the identification, cultivation and stewardship of donors by researching and gathering information using a variety of references and resources.
Responsible for maintenance of Chief Development Officer's prospect records using the Raiser's Edge database, updating prospect records from trip reports, correspondence, publications and web pages. Maintain tickler/action list and proposal and reporting deadlines. Generates queries and reports as needed.
Maintains Chief Development Officer's calendar. Answers phones, screens calls and refers to appropriate person or office. Organizes his/her travel arrangements, appointments and assists with arrangements for site visits/meetings. May arrange for and coordinate use of facilities and advise on availability of services within and outside the Institution for large gatherings, meetings, conferences, and may prepare agenda materials and record minutes of same.
Provides administrative support for the Development Committee as required.
Enters proposals into WHOI Grants and Proposal log.
Oversees maintenance of Chief Development Officer's office files.
Develops working knowledge of fundraising objectives and strategies. Reflects this in relationships and interactions.
Takes notes, updates, and distributes regularly scheduled and periodic meeting agendas and their associated action item minutes, including regular staff meetings and Development Directors meetings.
Drafts correspondence, reports and memos.
Responsible for production and distribution of action ticklers, events and travel calendars, solicitations/tracking reports and other reports as required.
Responsible for processing all travel expense vouchers and requests for payments for the Chief Development Officer.
Schedules meetings, takes notes and tracks follow-up for the Ocean Institute Director's meetings
Oversees CDO budget including creation of annual budget and monitoring of spending.
On behalf of the Department, orders supplies, maintains paper files of RFPs and Travel Vouchers, and updates Development Intranet
Performs other duties as deemed necessary.
As deemed necessary by supervisor
DESIRED EDUCATION & EXPERIENCE:
Bachelor's Degree preferred.
5-7 years Administrative Support.
Has project management skills. Is current and proficient in new trends, concepts, technologies and best practices within the Development discipline. Proficiency with MS Officer Products and database manipulation.
Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently; carry 0-10 lbs. Hearing requirements include the ability to hear and respond to instructions. Other physical tasks include repetitive motion - typing, mostly sedentary; use of hands for basic /fine grasping and manipulation. Other occupational requirements include talking, traveling, working around others, and with others. Physical duties are subject to change.
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.
WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email email@example.com for assistance.
Additional Salary Information: £0 per year
Internal Number: 3355310
About Woods Hole Oceanographic Institution
Woods Hole Oceanographic Institution (WHOI) is the world's leading, non-profit organization dedicated to ocean science and engineering, exploration and education. Come join a diverse organization whose curiosity, creativity, and commitment help improve the world's understanding of the ocean's importance to the plant and to society. Experience a culture of excellence, dedication, innovation and discovery.
Please visit https://careers.whoi.edu for a listing of all of our openings and apply today!