External Engagement Assistant - University Development

Job Summary:

External Engagement Assistant supports the External Engagement Team as it provides exceptional donor relations and creates engaging and impactful events. This position is responsible for communications support, database management, donor stewardship, team logistics including scheduling, purchasing, expense reporting, and event preparation and support.

Skill levels should demonstrate strong attention to detail, excellent proof-reading and editing skills, prioritization of complex and varied tasks, ability to make independent and informed decisions, and capability to oversee complex projects that significantly impact donor engagement. This position operates in a fast-paced, detail-oriented environment. This role requires exceptional interpersonal communications and the ability to build relationships across a diverse team, a tolerance for ambiguity, the ability to learn quickly and effectively, and an openness and flexibility to new processes and procedures. This position reports to the Director of Donor Relations.

Job Type:

Professional Support Staff

Job Classification & Benefits:

C4 Level. Minimum starting wage of $22.04 per hour

Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

Essential Functions:

• Responsible for specific projects and activities whether self-initiated or initiated by the External Engagement team which may involve planning and coordinating complex and long-term projects which include personal work, oversight of student employees, and leadership among peers.

• Editing and managing complex correspondence and donor relations communications to ensure accuracy and alignment with divisional goals and messaging.

• Acts with a high degree of independence while facilitating donor relations and events projects including stewardship and engagement communications and event coordination.

• Maintains budget, compiles expense reports, tracks budget year-over-year and recommend budget needs.

• Creates and updates content in the Emma email distribution system and oversees physical mailings.

• Helps create a donor-centered environment, meet customer needs, and collaborates on donor communications.

• Generate event materials including name tags, menu cards, and table numbers

• Maintain inventory of event supplies

• Order giveaways and gifts

• Provide onsite support at events as needed

• Proofreads all external engagement materials including donor recognition lists, donor signage, scholarship thank you notes, event invitations, and other communications materials with extreme attention to detail, spelling, and grammar.

• Serves as a primary point of contact for financial aid and is responsible for review and timely editing and approval of scholarship thank you notes within awarding system.

• Utilizes CRM to create new tools for tracking and analysis of external engagement activities.

• Assists with maintaining and updating information in University Development’s CRM software, following departmental procedures, and entering actions as requested by Director of Donor Relations.

• Provides accurate standard weekly, monthly, and annual reports in addition to ad hoc reports requested by team members; identify and research potential errors for correction.

• Participates in departmental workgroups providing insight from a donor relations and events perspective as new processes and policies are designed.

• Documents and maintains department processes, including, but not limited to, daily tasks, data collection, reporting, and policies and procedures.

• Receives information and requests from diverse publics, both internal and external to the University, and determines the appropriate way to handle.

• Processes and maintains all information in a confidential and professional manner.

• Creates, maintains, and updates files and record keeping systems.

• Hires, mentors, trains, and helps oversee student employees.

• Provides clerical support for the external engagement team. This includes scheduling and meeting preparation, travel arrangements, purchasing, mail processing, file maintenance, other clerical tasks for the department as assigned.

• Shares in clerical/administrative support for the development department as required.

• Other duties as assigned.

Required Qualifications: