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Colgate University
  • Position Number: 3887210
  • Location: Hamilton, NY
  • Position Type: Development and Fund Raising

Colgate University

Department Administrator, Major Gifts

Requisition Number: 2023S012Posting
Full Time/Part Time: Full Time
Division: Office of Advancement
Department: Major Gifts

Department Statement:
Colgate University, a top-ranked liberal arts college, is seeking a Department Administrator for Major Gifts department. Founded in 1819, Colgate is a small, highly selective residential liberal arts college for students of talent who are preparing for lives of leadership and productive citizenship. The University recently launched a $1B campaign in support of the Third-Century Plan, a comprehensive roadmap that will advance Colgates efforts to pursue its mission at the highest level and establish Colgate as one of the finest undergraduate institutions in the nation. One of the components-the Plan for Diversity, Equity, and Inclusion (DEI)- stands as Colgates most definitive plan in 200 years for elevating the importance of diversity, equity, and inclusion throughout the institution.

The Department Administrator, Major Gifts, provides support for the Director of Major Gifts and major gifts officers in their efforts to raise support for Colgate.

Responsible for the flow of all documents/correspondence for Major Gifts by performing work assigned. Regular duties will include: performing general administrative support duties as required including electronic filing, answering phones, preparing correspondence, monitoring the budget, and maintaining office material supplies. Coordinates travel and transportation arrangements for the Director of Major Gifts and major gift officers and schedules meetings with donors, volunteers and staff as requested. Types and compiles correspondence, reports and support documentation. Provides various data reports, profiles, giving records, and spreadsheets from university database system. Prepares, organizes and distributes materials for staff, donors and volunteers. Coordinates regular major gift team meetings.

Overall responsibilities will include coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.

Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.

Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.

Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.

Monitor departmental budgets and report on status, variances, and potential issues.

Responsible for building and/or room scheduling and service requests, as required.

May coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time-entry.

May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to Advancement and Major Gifts.

Professional Experience/Qualifications
  • Minimum of two years of administrative experience including managing calendars, arranging travel, and managing expenses.
  • Must be detail oriented and capable of maintaining confidentiality when working with sensitive documents and information.
  • Proficiency in Microsoft Office Suite and Google Suite.
  • Must have a flexible mindset and the ability to manage multiple tasks and priorities.
  • Must have strong written and verbal communication skills.
  • Must have the ability to work both independently and as part of a team.
  • Must be capable of working working collaboratively with diverse groups of staff, faculty, students, alumni, and community members.
  • Ability to participate in occasional evening and weekend work to support Advancements and the Universitys events including blocks of time for major events such as Reunion, Family Weekend, Commencement, and other event support as required.

Preferred Qualifications
  • Experience in a higher education or non-profit setting
  • Experience with Blackbaud Raisers Edge or similar databases/CRMs

Associates Degree is preferred or a combination of education and experience from which comparable skills are obtained.

Other Information
This position is 40 hours a week.
Rate of pay: $21.25 - $23.25

Work Schedule:
Weekdays with occasional weekends.

Job Open Date:

Job Close Date:

Open Until Filled

Special Instructions Summary

EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act
The Campus Safety Department will provide upon request a copy of Colgates Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at You may also access the report from the Campus Safety web page at:

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