Administrative Manager and Coordinator for the Board of Trustees

Title:Administrative Manager and Coordinator for the Board of Trustees

Position Purpose:

Reporting to the Vice President of College Advancement (VPCA), the Administrative Manager and Coordinator for the Board of Trustees is a critical position in elevating the work of Advancement with a focus on key constituents including the current and past members of the Board of Trustees. In their role as Coordinator for the Board of Trustees, and during times directly around the planning and execution of three board meetings, they will have a dotted line reporting structure to the Vice President for Institutional Affairs and Secretary to the Board of Trustees (VPIA).

Job Duties:

Administrative Manager

• Develop and generate large data lists, statistical summaries, and data analysis reports using Advancement's reporting software, Excel, and Google sheets on a regular basis with tight deadlines.
• Manage AdobeSign process for gift (financial) instruments. This step is a critical part of gift documentation and requires collaboration, organization, and attention to detail.
• Track and report out to the VPCA on Leadership Gift Officer, Gift Planning and Donor Relations budgets. Manage significant JP Morgan account charges and reconciliation of statements.
• Coordinate and participate in monthly meetings with the Advancement Administrative staff to coordinate and review department workflows.
• Support VPCA with the Cheney Society (past trustees) and when Executive Assistant is out of the office.
• Support Leadership and Gift Planning teams when their Administrative Assistant is out of the office including expense reports, travel itineraries, data entry.
• Support the offices of Alumni Engagement and Parent Giving as needed with large data entry and reporting projects.
• Coordinate and support the onboarding of new staff.
• Manage the office supply inventory including stationary, copy paper, varied business needs/materials. Manage the ordering and billing process in Adobe for all off supply inventory.
• Submit work requests for College Advancement office needs from Facility Services.

Coordinator for the Board of Trustees

• Coordinates all logistics for in-person board meetings and works in collaboration with campus partners to ensure seamless and successful meetings.
• Works directly with all trustees to ensure that their travel and meeting needs are met for each board meeting.
• Communicates with the full Board of Trustees, both electronically and by mail, as directed by the VPIA or president, and resolves inquiries from individual trustees as needed.
• Supports the planning and execution of board events
• Schedules and manages the details of Board of Trustees virtual meetings.
• Supports the record keeping of the Board of Trustees as directed by the VPIA.
• Updates trustee contact information and committee assignments in all relevant locations (e.g, the Trustee Portal).

Donor Relations

• Produce written acknowledgments of gifts by the Vice President for College Advancement in a timely, personalized manner which prioritizes the donors' experience.
• Manage the data entry and tracking process of all gift acknowledgments and high-level correspondence. Produce acknowledgment letters for "in memory of" and "in honor of" financial gifts and sympathy notes from the President's office.

Other Requirements

• High ethical standards; ability to maintain confidentiality and discretion.
• Participate in departmental and professional training programs to increase expertise in the profession when appropriate.
• Adhere to departmental standards, policies, and procedures with respect to all aspects of their work.
• Ability and willingness to travel (by car, air, train, or bus) and to work weekends and evenings as needed. Other duties as assigned.

Minimum Qualifications:

Education

• Bachelor's degree preferred.
• Valid driver's license required.

Experience

• 3+ years of relevant experience of comparable complexity and scale preferred.

Skills and Knowledge

• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.
• Excellent written and verbal communication skills.
• Must be flexible, collaborative, and have a positive attitude.
• Ability to synthesize complex or diverse information; and experience working with complex data sets.
• Ability to both work independently and as a team player while handling multiple priorities with minimal supervision.
• Impeccable organizational skills and attention to detail.
• Ability to learn college-wide norms and processes related to a variety of administrative functions.
• Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, PowerPoint).
• Keen and reliable attention to detail, excellent customer service skills, and demonstrates initiative.
• Strong organizational skills and the ability to manage multiple projects efficiently with minimal supervision.
• Personal commitment to excellence and the mission of a top-tier small liberal arts college.

Benefits:

Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 13 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug and smoke-free workplace.

Equal Employment Opportunity Statement:

Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Inquiries concerning the college's policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu.

About Bates:

Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.

Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.

Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces - intellectual trends, demographic changes, and technology - that are transforming higher education and the world into which our students graduate.

Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.

The college is proud of deep roots in the Lewiston/Auburn community, Maine's second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.