Staff Assistant, Office of Principal Gifts, Alumni Engagement & Development

 

Staff Assistant, Office of Principal Gifts

 

Occupational Summary

 

This position provides direct administrative support to the Associate Vice President of Principal Gifts, and to the principal gifts team including the director of the Women’s Impact Network (WIN).  This position handles administrative duties, which include but are not limited to, arranging meetings and travel, working on donor-related projects and proposals, drafting high level correspondence, partnering with research colleagues, as well as providing technical and logistical support.  This position will also liaise with the principal gifts stewardship & project specialist for overall principal gifts stewardship functions.   This position reports directly to the Associate Vice President of Principal Gifts, and interfaces regularly with key staff in the President’s and Vice President for Alumni Engagement & Development’s Offices, as well as working cooperatively with other development departments across the university.  

 

Work Performed

 

Development Work, Meetings and Travel

 

• Assist Associate VP and Assistant Director of PG with work and projects related to strategies and proposals for principal gift donors.
• Act as liaison between the Associate VP and the Principal Gifts Stewardship & Project Specialist ensuring that stewardship plans for the top donors are executed on deadline.
• Coordinate logistics of Associate VP visits and development work related to the university’s highest level of donors, working with other staff across campus.
• Coordinate principal gifts development trips, anticipating and identifying appropriate supporting documentation and briefing materials for Associate VP such as research materials and historical gift, biographical and prospect information, as well as all travel arrangements and appointments.
• Participate in the planning of select events for cultivation, solicitation and/or stewardship purposes. Serve as liaison to University Development special events office for meetings and events.
• Assist the director of WIN with planning for and organizing WIN regional events and Leadership Council meetings; attend meetings as administrative support as needed.

 

 

Administrative

 

• Maintain calendar for Associate VP including scheduling internal/external meetings and alert to important dates. Support Assistant Vice President with convening multi-participant meetings. Prepare and/or provide necessary documents for their use in meetings. Attend meetings as requested to take minutes or assist in completing projects.
• Track and enter moves in donor database for Associate VP.
• Manage the principal gifts team meetings including scheduling the lead rotation and managing agendas.
• Support the director of WIN in efforts and activity related to the initiative, including, but not limited to, support and management of volunteers, creation of giving circles, program and project management, WIN membership and welcome communications, and communicating with development colleagues.
• Coordinate travel reimbursement for Associate VP and Assistant Vice President. 
• Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office.

 

Special Projects

 

• Support departmental efforts on special projects as needed.  Work involved may include tasks such as writing agendas for meetings/committees, attending meetings, drafting work plans, composing presentations, and tracking progress toward action items. 
• Support the planning and implementation of Family Philanthropy programs, working closely with the Associate VP, Senior Development Counsel, and assigned special events staff.
• Other duties as assigned by the Associate Vice President.

 

Technology Skills

 

MSWord, Excel and PowerPoint proficient, experience with database systems and project management software.

 

 

Qualifications

 

• Requires an individual with well-developed organizational, project management, computer literacy, and communication skills as well as an understanding of the process of fundraising.
• Must be able to communicate professionally and confidently with a wide variety of constituents, including university administrators, major donors to the University, fundraising leadership and colleagues.
• Capacity to be proactive, take initiative, and anticipate next steps required when working on projects.
• Must be able to handle many varied tasks and organize his/her workload to meet the needs of the supervisor and others supported.
• Handle sensitive and confidential information and issues on a daily basis with comple