Executive Assistant to the Vice Chancellor of Development

About this role

Job Title: Executive Administrative Assistant Location: Indianapolis Campus Job Type: Full-time Classification: E-1 Salary Range: $50,000 - $55,000/annually (based on experience) Reports To: Vice Chancellor of Development

Who We Are: Ivy Tech is Indiana’s community college and workforce engine, delivering: high-quality learning experiences that propel Indiana’s communities, measurable economic return, excellence in teaching, and industry-aligned credentials of value, empowering every learner to achieve lifelong success.

Our Values: • Empathy: We lead with care and connectivity, ensuring we meet our students where they are. • Integrity: We act responsibly and ethically in the best interest of our students, employees, partners, institution, and the State. • Agility: We move with purpose and adapt to the evolving needs of our students, employers, and the State. • Impact: We exist to change lives through quality education. Our work strengthens individuals, families, communities, and the future of Indiana.

About the Position: The Executive Assistant to the Vice Chancellor of Development will provide administrative support to the Development and Sponsored Programs teams including administrative and web-based support for gift processing, gift acknowledgment, stewardship, event planning and other responsibilities assigned by the Vice Chancellor of Development.

***RESUME AND COVER LETTER REQUIRED FOR CONSIDERATION***

Key Responsibilities:

The following is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

MAJOR RESPONSIBILITIES The Executive Assistant to the Vice Chancellor of Development must be a team player that possesses outstanding customer service, planning, organizational, and computer skills. Must be able to prioritize and successfully manage several projects while communicating regularly with the Vice Chancellor of Development. The candidate must thrive in a fast-paced environment and work efficiently with varying direction. The candidate must demonstrate strong interpersonal skills and be comfortable engaging donors and prospects with poise and self-confidence.

General Administrative Activities: • Processes and manages all accounts payable transactions for the Development office. • Processes Emergency Student Aid requests in WorkDay. • Assists with new fund or scholarship requests. • Records any donor contact information changes in Salesforce. • Assists in the management of the administration, implementation, and measurement of core donor stewardship efforts to provide a creative, consistent, donor-centric experience for donors at all levels. • Assists with implementation of annual fund activities and other donor communications. • Reviews all donor gifts on a daily basis and inform the Systems Office of the gifts that can be receipted. • Reviews the Ivy Tech Foundation shared drive and identifies all gifts directed to Ivy Tech Indianapolis. • Makes extensive use of technological resources including all desktop office programs, donor database, email and other technologies as required, including data entry, donor relations activities, and mailings and mail lists. • Performs other duties as assigned.

Stewardship and Communication: • Communicates with the Systems Office on all gift processes and documentation needed for efficient donor relations. • Assists with donor recognition process to ensure timely, accurate, and appropriate gratitude for  donors’ generosity. • Assists with the coordination and administration of scholarship processes including budget, fund maintenance and reporting/stewardship. • Assists with the assessment and development of messaging, letters, or templates, including personalized major donor thank you letters and videos. • Assists in creating and utilizing online forms, event registrations and video stewardship platforms. • Through use of existing templates, assists with scheduling of newsletters, emails, e-solicitations, etc. to send to a given population.

Event Planning and Management: • Schedules and coordinates meetings and conferences – may include location, catering, travel and lodging as necessary. • Supports the planning and implementation of alumni engagement program events and activities, communications, volunteer opportunities and campus/community partnerships. • Assists with coordination of fundraising events, as needed. • Assists with coordination of Circle of Ivy annual event.

Education and Experience: MINIMUM QUALIFICATIONS • Bachelor's degree in related field (or Associate degree combined with years of experience) plus 1-3 years’  related work experience • Must understand fundraising/development work and the role it plays for an organization. • Experience working with Salesforce or other fundraising databases. • Excellent oral and written communication skills, strong organizational skills, and an ability to prioritize and handle multiple tasks. • Ability to work well in a diverse environment and maintain confidentiality.

PREFERRED QUALIFICATIONS • Experience with Salesforce and Salesforce Marketing Cloud. • Experience working with external constituents and/or working in a non-profit setting.

Why Join Us? • Opportunity to work on innovative and impactful projects. • Collaborate with a team of skilled professionals. • Competitive compensation and benefits package. • Continuous learning and development opportunities.

Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and which every individual feels respected and valued.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness • Multiple medic

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