Team Administrator

The Rutgers University Foundation seeks an energetic, positive, articulate self-starter to serve as its next Team Administrator. The Team Administrator will provide high-level administrative support with a high level of confidentiality. They must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues and follow through with minimal supervision, and be willing to cross-train to provide coverage for any other internal Team Administrator.

This position schedules appointments, arranges and coordinates logistics for meetings, makes travel arrangements, prepares and identifies new reports, assists with analyzing reports, assists with presentations and supporting documents, and supports major gift fundraising, including administration of gift forms, as needed. They will be responsible for the submission of accounting items for the department (gift documentation, expense reports, credit card statements, and check requests). The Team Administrator oversees the general management of ordering of supplies, management of files, and greeting of guests. The Team Administrator is responsible for maintaining the general operations and production schedules of their supervisor/teams. The Team Administrator will be cross-trained to cover other Team Administrators during periods of vacation, leave, and other absences concerning accounts payable, credit card reconciliations, telephone coverage, supply ordering, etc.

The successful candidate is expected to have at least a Bachelor’s degree and three to five years of experience. They should have previous experience that demonstrates knowledge an understanding of office administration, customer service, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices, and strong computer literacy. Customer service orientation and ability to work with all levels within and outside the university. Good skills in problem solving and diplomacy. Experience in fundraising or higher education environment is preferred.

Essential Functions

• Manage AVP’s/Director’s/Team’s calendars, including scheduling meetings Maintain operation schedules and production schedules for department Coordinate logistics for meetings and events
• Responsible for the department gift processing (if applicable), check requisitions, transmittal forms, expense reports, credit card reconciliations, expense reports, assists with monitoring the department budget
• Greets guests to the departments Organizes department workflow
• Manage organizational systems in the office such as filing, both paper and electronic, and purchasing
• Maintains accurate and timely data entry in donor system (if applicable) departments Works as liaison to various internal RUF, external RU departments and vendors on behalf of the AVP/Director/Team
• Runs existing reports, helps identify and prepare new reports as needed and helps analyze data
• Research donors, profile donors and assist with contacting prospects Assist with drafting proposals, data entry,
• Assist with coverage for other Administrative Assistants/Team Administrators/ Development Assistants as assigned
• Performs other duties as assigned

Skill and Abilities 

Consistency

• Deliver work accurately and on-time
• Demonstrate the ability to own increasing complex projects/programs with evolving priorities
• Take initiative to develop strategy

Contributions

• Demonstrate creativity and innovation
• Contribute to and advance the operational goals of the department/project/program

Competencies 

• Demonstrate mastery of individually defined roles and responsibilities within the department/project/program
• Demonstrate ability to influence/advance ideas across levels/departments and to be seen as someone who establishes new operational efficiencies

Leadership 

• Work on straight forward projects which have a distinct beginning and end date
• Complete tasks assigned by lead and/or manager
• Shift to owning components of projects and
• Ability to positivity influence/advance ideas across levels/departments
• Provide positive customer service with a solution-oriented

Education/Qualifications 

Bachelor’s degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge an understanding of office administration, customer service, work organization, coordination, facilitation, bookkeeping, and/or report writing principles. Three to five years of office experience preferred.

Mental Demands

Clarity of focus while juggling complex projects or deadlines.

Working Conditions

This position requires little physical effort. Will work evenings, weekends, or odd hours to meet resource-raising commitments. Typical working conditions with an absence of disagreeable elements. This position requires some early mornings and late evenings to accommodate meetings, travel, events, and external constituent’s schedules.

Workplace Arrangements

This is classified as an office-centric position. Colleagues working under an office-centric arrangement have a primary workstation in a university or foundation location and are in the office between one and five days a week.

Benefits

• Office-centric hybrid work schedule.
• Comprehensive medical
• Comprehensive no cost dental, and no cost vision insurance for employee and dependents
• 403(b) plan with matching employer contribution
• Three weeks of paid time off annually, as well as accrual of five wellness day annually
• Nine holidays, as well as four flex days
• Parental leave
• Significant tuition reductions
• Professional development is highly valued at the Rutgers University Foundation, where employees are encouraged to look across the organization to develop new skills and abilities for professional career progression.
• $40 monthly cell phone reimbursement

Equal Employment Opportunity

It is Foundation policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment based on any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment.

Salary : $40