Administrative Assistant, Corporate and Foundation Relations/Planned and Estate Giving

Administrative Assistant, Corporate and Foundation Relations/Planned and Estate Giving

Salary

$29.00 - $31.50 Hourly

Location

Providence College

Job Type

Full-time Staff

Job Number

PC00296

Division

Institutional Advancement

Department

Corporations and Foundations

Opening Date

09/09/2026

FLSA

Non-Exempt

Bargaining Unit

NU

• Description
• Benefits

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community- an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College's Non-Discrimination policy can be found Notice of Non-Discrimination (PDF document)

Overview

Provide administrative and operational support for the Offices of Corporate and Foundation Relations and Planned and Estate Giving. Manage time-sensitive tasks confidential donor and prospect information, and a wide range of administrative workflows that enable both offices to function efficiently.

Duties and Responsibilities

• Prepare, organize, and maintain departmental records, files and databases including confidential donor, prospect, and gift information. Serve as an internal resource on administrative processes related to gift handling, particularly retirement plan distributions, foundation and corporate grants, and other specialized gift types. Ensure the accuracy, maintenance, and reconciliation of departmental financial accounts, process invoices and credit card payments, prepare transmittal reports and billing, and complete precise, timely data entry within the Colleges accounts payable system.(35%)
• Compose and produce correspondence and reports. Perform intermediate and advanced computer functions including managing databases, creating, analyzing, integrating and importing linked spreadsheets, creating mail, envelope, and table merges, creating and editing captions, adding graphics, editing images, footnotes, endnotes, indices, and tables of content. Track and confirm database details of processed gifts to ensure accuracy and maintain donor records within Affinaquest including appropriate contact info and individuals representing corporate and foundation entities. Serve as the primary editor and point of contact for the internal marketing team and external marketing and communications vendors.(20%)
• Execute acknowledgement processes for gifts and grants, including producing gift receipts and stewarding members of the Harkins Society through personalized correspondence and coordination of annual society events. Engage constituents, prospects, volunteers, and campus partners by phone, email, mail, and in person, address inquiries, book gifts, track internal grant approvals, and support effective communication across both offices.(20%)
• With supervision, organize and coordinate special projects for Corporate and Foundation Relations, including presentations, foundation site visits, letters of inquiry and grant applications, grant stewardship and impact reports, newsletters, education programs, and special events. Assist with corporation and foundation prospect research using databases and online resources, providing accurate and timely support for fundraising strategies and institutional partnerships.(20%)
• MARGINAL DUTIES:
• Answer phones, greet, and direct visitors to appropriate areas or persons. (5%)
• Perform all other duties as maybe required.

Education and Experience

• Associates degree from an accredited institution.
• Three to five years of experience as administrative supporting higher education or advancement, or an equivalent combination of education and experience.
• Working knowledge of Microsoft Office applications and database systems.
• Knowledge of, or a drive to learn, basic graphic design and the production of marketing materials in accordance with institutional brand guidelines (Adobe, Thank View, e.g.)
• Strong prioritization skills
• Ability to take initiative and manage multiple tasks effectively.
• Ability to work collaboratively as part of a team.
• Strong verbal and written communication skills.
• Consistently meets deadlines.

Supplemental Information

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

NOTICE OF E-VERIFY PARTICIPATION

Providence College participates in E-Verify to confirm the identity and employment authorization of individuals hired to work in the United States. Before submitting this application, please review the following documents:

• E-Verify Notice of Participation
• Right to Work

By continuing with this application, you acknowledge that you have been informed of our participation in E-Verify and have had the opportunity to review these notices.

Providence College offers a comprehensive range of valuable benefits to eligible employees, which are designed to:

• Promote the health and well-being of you and your family
• Provide financial security while you are working
• Build financial resources for retirement
• Help you balance personal and work responsibilities
• Provide educational opportunities for you and your family

These benefits include but are not limited to health, dental, 403b retirement plan, flexible benefits plan, tuition benefits, employee assistance plan, college paid basic life insurance and long-term disability insurance, and paid time off. To learn more, please visit our Employee Benefits website by clicking the following link: https://human-resources.providence.edu/benefits/

Employer Providence College (RI)

Address 1 Cunningham Square

Providence, Rhode Island, 02918-0001

Phone (401) 865-2341

Website www.providence.edu