Administrative Assistant for the Binghamton Fund and Donor Relations

Location: Vestal, NY Category: Professional & Support Staff Job Type: Full-time Posted On: Thu Aug 6 2026 Job Description:

The Administrative Assistant for the Binghamton Fund and Donor Relations provides a full range of comprehensive office and administrative support for the Binghamton Fund and Donor Relations & Stewardship teams. Operating within the Office of Development within the Division of Advancement, this position plays a vital role in maintaining efficient daily operations and ensuring seamless donor stewardship. This position reports directly to the Senior Supervising Director of the Binghamton Fund and Donor Relations.

Duties and Responsibilities:

Office and Reception Management

• Manage daily reception duties for the Binghamton Fund, Donor Relations and Stewardship, and associated teams located in the same area by greeting guests, distributing mail, handling photocopying/filing, and ordering office supplies.

• Answer incoming phone calls and draft timely, professional correspondence for the Binghamton Fund and Donor Relations and Stewardship general email accounts.

• Maintain calendars, schedule meetings, manage appointments, reserve meeting rooms, arrange audio-visual/training equipment, and coordinate catering requests.

Gift Documentation and Account Coordination

• Produce final gift agreement materials for signature and execute proper protocols upon return to ensure secure storage of signed agreements and accurate tracking.

• Facilitate the completion of account open and change forms, ensuring all necessary signatures from across the division and campus are secured.

Financial Administration

• Prepare and record expenditure vouchers and reconcile monthly reports from the Accounting office for both departments.

Various Projects

• Provide critical logistical support for key programs and initiatives, including:

• Assembling the annual Donor Impact Packets (DIP) for donor-funded scholarships, student awards, programmatic, and faculty support.

• Assisting with and executing TAG (Thank-A-Giver) Day.

• Assisting the Acknowledgement Coordinator with preparing, documenting, and distributing donor acknowledgement letters and donor recognition society communications during high-volume periods (such as calendar year-end and fiscal year-end).

• Assisting the Binghamton Fund team with in-house mailings.

• Assisting with data entry into the Donor Relations and Stewardship Intranet and scholarship software program.

• Assisting with Advancement events, such as donor events and dedications, as well as division-wide events like Homecoming, Welcome Week (the B Photo), and Senior Celebratory Send Off.

Other duties as assigned.

Job Requirements:

• Associate's degree required with three to five years of successful experience in an administrative or staff support role.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and adaptable to learning institutional databases.

• Highly organized self-starter with exceptional attention to detail and the ability to work independently.

• Strong interpersonal and communication skills, with a proven ability to interact positively with donors, volunteers, faculty and staff, and external constituencies.

• Demonstrated ability to collaborate effectively within a collegial, team-oriented environment.

• Proven track record of handling sensitive and confidential information with high discretion.

Preferred:

• Bachelor's degree.

• Experience with donor databases or CRM software

Additional Information:

Salary: $50,000 annually. Note: Visa sponsorship is not available for this position

Employee Benefits: The Research Foundation for the State University of New York offers a comprehensive benefits package (https://benefits.rfsuny.org/) that is a valuable part of total compensation. This includes medical, dental, vision, dependent care subsidy and other benefits such as SUNY Tuition Assistance. Furthermore, our 10 Perks of Working at the RF (https://www.rfsuny.org/about-us/careers/) provides an at-a-glance view of our top benefits that make us a great place to work.

Research Foundation Commitment to Equal Employment Opportunity

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law.

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

The Research Foundation for SUNY is a private, not for profit corporation and is a separate employer from SUNY and the State of New York and offers separate compensation and benefit plans.

Binghamton University is a tobacco-free campus.