POSITION SUMMARY

Performs a wide range of administrative and executive support related to tasks for the Executive Director of the Mount Nittany Health Foundation (the Foundation) and its team. Serves as main liaison with Finance for office expenses, maintaining office supplies and providing frontline support to donors and stakeholders including Foundation Board members. The role also involves data management using Blackbaud CRM, Raiser’s Edge, and NXT, supporting donor relations and stewardship, and assisting with the coordination and execution of fundraising events. Assists in administrative matters which may be highly confidential and/or sensitive in nature. Capably exercises an appropriate level of judgment while performing the essential functions of this position.

MINIMUM REQUIREMENTS

Education:

1. High School Graduate or equivalent required
2. An Associate Degree in secretarial studies or business is preferred.

Experience:

1. Minimum five years executive secretarial experience or administrative experience with a firm, organization, or institution of approximate size and complexity of the Medical Center.

Knowledge, Skills, Abilities:

1. Ability to maintain confidentiality of the most sensitive materials.
2. Strong knowledge of Microsoft Office, including Outlook, Word, Excel and PowerPoint.
3. Works independently with little to no supervision.
4. Exceedingly well organized, flexible and enjoy the administrative challenges of supporting the Foundation which serves as the philanthropic arm across the health system.
5. Encourages, supports, and maintains a paperless office environment.
6. Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this position.
7. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

License/Certification/Registration:

None required

SUPERVISION RECEIVED

Receives limited supervision from the Foundation Executive Director

SUPERVISION GIVEN

None

ESSENTIAL FUNCTIONS

1. Provides support primarily to the Executive Director of the Foundation.
   1. Manages dynamic calendar which requires interaction with both internal and external stakeholders including board  members to coordinate a variety of meetings.
   2. Receives incoming calls, takes messages, and sets up appointments as necessary.
   3. Composes and types a variety of correspondence, reports, records, budgets, memos and meeting notices.
   4. Processes large volumes of sensitive and confidential materials regarding donor engagement and information relevant to Foundation operations through a variety of sources including, but not limited to, committee minutes, letters, memos, agreements, contracts, reports, and other similar documents, and conversations.
   5. Composes and tracks donor pledge forms, gift receipts, acknowledgments, and quid pro quo letters.
   6. Plans and organizes office functions and routines. Promotes efficiency and effectiveness.
   7. Meets on a regular basis with the Executive Director, Manager of Operations and Strategy and members of the Foundation team to discuss office activities and identify problems and recommend solutions and/or courses of action.
   8. Reviews interoffice and external mail addressed to the Executive Director and Foundation. Responds to correspondence on own initiative or at their direction. Redistributes correspondence as appropriate and necessary.
2. Establishes, maintains, and promotes effective communications.
   1. Functions as part of the Foundation team, working closely with other administrative support staff across departments to ensure the office operates smoothly for all individuals in the office.
   2. Utilizes proper etiquette when answering the telephone and greeting visitors to the office.
   3. Establishes environment conducive to learning and problem solving.
   4. Shares innovative ideas and is action-oriented.
   5. Demonstrates ability to implement and adapt to change.
3. Data Management and Reporting
   1. Assists with the planning, promoting and ordering materials for events, as requested.
   2. Compiles solicitations and mailing lists.
   3. Assists in the successful execution of events by managing database entries, tracking progress, and handling invoicing tasks. Assists with coordinating event logistics, including venue selection, catering, invitations, and volunteer management.
   4. Demonstrates proficiency in basic constituent information and reports of contact using the Blackbaud CRM software, Raiser’s Edge and NXT.
   5. Checks, tracks and administers Friend of the Foundation program daily.
4. Coordinates conference room scheduling.
   1. Coordinates IT needs as requested.
   2. Coordinates the meeting room location, set-up, AV equipment reservations, and catering service orders. Provides confirmation to requesting party (ies) and each of the above areas relative to the arrangement(s).
5. Serves as contracts administrator.
   1. Enters, reviews, maintains, and purges all Foundation gift agreements, guidelines, and contracts in the document retention system appropriately.
   2. Creates and maintains digital files for each donor.
   3. Corresponds with appropriate individuals in the organization when contracts are due to either update or purge each contract.
   4. Maintains electronic records of policy revisions, in accordance with document retention policies.
6. Performs duties to support the Foundation office.
   1. Ensures proper maintenance of the Foundation office copier; orders copier supplies, i.e. paper, toner, etc.
   2. Orders additional office supplies as needed, i.e. coffee, bottled water through Culinary Services/Staples.
   3. Serves as the office’s point person for Finance related to office expenses and reconciling goods, services, and travel for donor meetings and events using Oracle.
   4. Monitors the appearance and safety of the work environment.
   5. Accepts and performs additional assignments as delegated within the department.

NON-ESSENTIAL FUNCTIONS

Performs related and miscellaneous duties as assigned.