Overview As a member of the Development support team, this position independently provides administrative work for development officers within the assigned corridor. Position is responsible for department and project coordination including planning, research, information management and making recommendations to leadership regarding reporting, donor contacts and engagement, calendar/scheduling, stewardship activities, and meeting notes and preparation. In addition, this position works closely with and supports other team members in the unit, and represents the University of Minnesota Foundation (UMF) across unit lines and with the donor community. Coordination of complex meetings and special events staged in collaboration with other units of the Foundation and University is also required.
Responsibilities Administrative Support • Administrative support for the M Health Community Partnership and Children’s Health team members by scheduling meetings and coordinating calendars, administers purchasing/budget, manage unit calendars, supervises student workers, and prepares correspondence in support of team members. o Identify administrative problems, gather information, and make recommendations for solutions taking past and current best practices into consideration. o Manage calendars of assigned major gift officers: proactively schedule and confirm appointments and visits with prospects, donors, faculty and volunteers; prepare materials for visits; coordinate travel arrangements. o Create and maintain departmental files. o Coordinate meeting arrangements; prepare materials and PowerPoint slides; provide technical support for presentations; record and produce meeting minutes as requested. o Respond to inquiries from committee members and other constituents, providing information and follow-up in a timely manner. o Facilitate employee recognition and team building activities • Assist in the management of M Health Community Partnership and of University of Minnesota Masonic Children’s Hospital committee meetings including providing communication with committee members, coordination of quarterly meetings, and responding to inquiries from board members in a timely fashion.
Program Coordination • Manages special fundraising and donor recognition projects either as a departmental representative in a larger University or Foundation group, or as the point person on targeted projects and initiatives. • Responds to inquiries from across the University and external community. Provides and manages confidential information for development programs and activities – engaging necessary team members and colleagues and interpreting policy and procedures as appropriate. • Communicate directly with donors regarding inquires; provide appropriate and confidential information on donor’s giving history; coordinates meetings with donors and UMF leadership. • Manage and track information, and compile reports associated with fundraising, as well as broader fundraising reports. • Manage logistics and staffing of monthly team meetings including communications, scheduling and presentation preparation in conjunction with the Associate Vice President and Sr. Director of Development. • Coordinates activities for proposal/gift agreement completion, gathering required materials, or attachments, generation of mailing lists/mail merges for mass mailings such as invitations, suggesting quality control changes or improvements.
Reporting and Information Management • Coordinates and monitors departmental activities, budget, and data reporting. Requests and manages information from (Donor Management System) DMS system and The Raiser’s Edge, serving as development liaison to the info tech department. Requests ad hoc queries and utilizes information appropriately in support of unit activities. • Create and produce program reports, activity reports, and other information for analysis of department initiatives in collaboration with unit team members. • Other duties and responsibilities as assigned.
Required: • High school diploma or GED and four years of relevant executive level project coordination and administrative experience. Training/education may be substituted for some of the years of experience. • Demonstrated advanced level experience with Microsoft Office software (Excel, Access, PowerPoint) including spreadsheet and database applications, database creation and use, advanced word-processing and presentation creation. • Proficiency in advanced computing functions such as downloads and merge/purge operations from two databases, querying and data analysis to generate ad hoc reports to meet specifications, and creation of complex presentations including advanced formatting and integration of multimedia. • Establish experience with Outlook and/or Google with calendaring and advanced-level communication skills including capability of handling sensitive and confidential information and the ability to maintain strict confidentiality in an ethical and professional manner. • Demonstrated knowledge of development/fundraising or business operations/marketing terminology and procedures.
Preferred: • Specific knowledge in DMS or other development tracking/gift accounting software. • Knowledge of University procedures and systems. • Problem solving skills, research skills, with demonstrated critical thinking ability. • Excellent written and verbal communication skills. • Commitment to quality and high performance standards. • Ability to prioritize activities and achieve excellent customer service while ensuring timely completion of assignments. Independently determine, organize and prioritize the office’s logistics and administrative activities, and coordinate them with other units in the Foundation. • Willingness to learn and utilize new technology, and work within a team to fulfill team priorities. • Ability and willingness to work limited evening and weekend hours to staff events as necessary.
American with Disabilities Act (ADA) Requirements: Office environment including standing and sitting at desk, use of computer, occasional lifting of approximately 10#.
Internal Number: 332134
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.