As a member of the development support team, this position independently provides administrative work for development officers within the assigned corridor(s). Position is responsible for department and project coordination including planning, research, information management, fund analysis, making recommendations to leadership regarding 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 • Provide administrative support for Cancer team members. o Manage calendars of assigned development officers: proactively coordinate calendars to schedule and confirm meetings and visits with prospects, donors, faculty and volunteers; prepare materials for visits; coordinate travel arrangements; and handle purchasing/budget. Plan and prioritize meetings, making daily decisions regarding calendars. o Coordinate meeting arrangements; prepare presentation materials (i.e., PowerPoint slides) and edit for content; provide technical support for presentations; record and produce meeting minutes as requested, and prepare correspondence in support of team members. o Facilitate reports, queries, and mailings for meetings, events, and engagement opportunities. o Provide support for grant applications/reports and assist with prep for community partner events/activities. o Process and maintain information that may require gathering compiling, and maintaining data. o Work with facilities and IT to ensure development officer workstations are set-up/cleaned up in a timely manner. o Create, evaluate, modify, and maintain departmental files. o May supervise student workers and interns and/or projects assigned to them by development officers.
Program Coordination • Respond to and initiate inquiries with the broader University and external community, providing information and follow-up in a timely manner. Independently resolve problems/questions. Manage confidential information – 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. • Coordinates activities for proposal/gift agreement completion. • Expedites gathering of required materials, attachments, generation of mailing lists/mail merges for mass mailings such as invitations, suggesting quality control changes or improvements. • Manage and track information, and produce reports associated with fundraising efforts, fund balances, and metrics. Monitors Cancer funds; generates reports on giving; works with faculty, financial administrators, UMF Finance and Accounting to resolve issues. Regularly generate financial and development officer productivity reports. • Assist in tracking and managing of cancer donor stewardship plans working with lead administrative support and development officers. • Enter and track donor information in DMS database. • Provides updates and discusses status of projects on regular basis. • Administrative backup for assistant to Chief Development Officer and Director of Development - Cancer.
Reporting and Information Management • Oversees departmental activities, budget, and data reporting. Requests and manages information from (Donor Management System) DMS system, 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. • Serve as coach within and across departments for MS Office programs (Word, PowerPoint, Excel), Gmail, Google Calendar, Raiser’s Edge and DMS. • Other duties and responsibilities as assigned.
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
Experience filing and mail handling (incoming/outgoing).
Advanced computer skills with demonstrated proficiency with Microsoft Office software (Word, Excel, and PowerPoint), including word-processing, spreadsheet, and presentation creation.
Expert-level skills and experience working with Outlook and/or Google with calendaring.
Advanced verbal, written and communications skills for public contact by telephone, by mail/email and in person. Capability of handling sensitive and confidential information and the ability to maintain strict confidentiality in an ethical and professional manner.
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.
Experience and skill at the expert level with composing and editing correspondence, including spelling, grammar, clarity, punctuation for correspondence and records.
Ability to perform with competence in high-pressure situations and a rapidly changing environment, to multitask and work independently, meet deadlines and prioritize office work and coordinate with others. Commitment to accuracy and attention to detail.
Demonstrated knowledge of development/fundraising or business operations/marketing terminology and procedures.
Four years of relevant executive level project coordination and administrative experience in a general office setting.
Experience such as Raiser Edge, DMS, Salesforce or other development tracking/gift accounting software.
Knowledge of University procedures and systems.
Skilled in time management with demonstrated experience in project management.
Experience providing service to multiple staff in a fast-paced environment, including managing multiple electronic calendars and setting appointments with professional / executive level contacts.
Experience working with the public in setting appointments, helping coordinate and host events and making personal contact, especially by phone and by letters of invitation for a variety of organizational needs. Proficiency in producing high quality, well-written letters.
Skill and experience in organizing, managing and maintaining office records and procedures.
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.
Flexibility and initiative in managing change.
Internal Number: 329881
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.