Posting Title: Assistant Director, Advancement Overview:
The position will work closely with two Senior Associate Vice Presidents of University Advancement (SAVPs). The work will support a wide range of activities, including: managing schedules and correspondence, expense reconciliation and travel planning; meeting preparation, notetaking, and follow-up; managing small-scale events; conducting research and data gathering; building documents, reports, and presentations; and independent management of a variety of discrete projects that advance the goals of both SAVPs. Working with a high level of independence under the general direction of the SAVPs, the Assistant Director exercises sound judgment to ensure key activities are executed and that the objectives of their areas of oversight are met. The role extends well beyond administrative support to include project coordination, analysis, and the proactive advancement of departmental priorities.
Responsibilities:
The Assistant Director, Advancement serves as a primary point of contact and support for two Senior Associate Vice Presidents on the Senior Management Team in University Advancement. Responsibilities include preparing materials for donor visits, making travel arrangements and processing receipts, requesting research and compiling prospect briefing information. In addition, the Assistant Director independently manages discrete projects—under the general supervision of the Associate Vice Presidents—that support the priorities of their areas of oversight, taking ownership of timelines, coordination, and follow-through. The Assistant Director will also possess basic design and layout skills for use in creating presentation and proposal templates and simple web and photo-based content, and will pull and customize routine reports for donor tracking and prospect analysis through Raiser’s Edge. The Assistant Director also plans and coordinates the preparation and logistics for small-scale event planning activities. Given the extensive external contact, including alumni and parent volunteers, donors, and university officials, this position requires strong interpersonal skills with attention to detail and accuracy; excellent communication skills; the ability to exercise independent judgment; and complete discretion regarding the handling of confidential data.
1. Provides high-level administrative and operational support to Senior Management members of University Advancement, including scheduling, correspondence, prospect visit travel, expense reconciliation, and other tasks as determined. Independently manages discrete projects and initiatives on behalf of the Sr. Associate Vice Presidents—under their general supervision—taking ownership of planning, coordination, timelines, and follow-through to completion.
2. Serves in a planning, organizing, and execution role for key meetings, including logistical support to meetings with donors and other volunteer/donor groups, working in partnership with Central Advancement. The Assistant Director will also support planning for small-scale events related to philanthropy, the campaign, or donor stewardship, the latter in conjunction with Advancement’s Donor Stewardship team.
3. Compiles, analyzes, and organizes information (from the database or other sources) to serve as background/briefing material for meetings, reports, and solicitations. Independently drafts internal and external correspondence on behalf of the Sr. Associate Vice Presidents as needed.
4. Provides design and layout assistance and technical expertise to the creation of presentation or proposal templates as needed.
5. Requests financial reports, constituent action reports, and other queries from the donor database as needed.
6. Supports the Division of University Advancement to achieve strategic and fundraising goals, as well as campaign goals/objectives, through positive and productive interaction and collaboration with all departmental staff.
Qualifications:
Bachelor's Degree with two years of direct or transferable experience working in a fundraising, communications, and/or administrative position.
Work requires excellent problem solving and organizational skills; ability to handle multiple projects and consistently meet deadlines; excellent communication skills including in person, over the phone, and through writing and correspondence; a motivated individual with a desire to learn and explore all aspects of fundraising; the ability to work under pressure with minimal supervision; the willingness to work some evenings and be flexible with hours as required by the position. Strong interpersonal skills, self-awareness and emotional intelligence. A high regard for confidentiality and sensitivity in dealing with volunteers, donors, and colleagues in a professional, complex environment.
Preferred Qualifications:
College/University Advancement or development office experience; executive travel management preferred; experience with Raiser’s Edge, web design interface tools (iModules, WordPress, or similar), basic graphic design or desktop publishing experience, and prior experience with board report preparation and other presentation types is also a plus.
Other Knowledge, Skills, and Abilities Needed:
Familiarity with generally accepted office procedures, and ability to utilize the internet for research-related duties. Must be able to maintain confidentiality, use tact and diplomacy in difficult situations and possess a commitment to serving others. The Assistant Director, Advancement must be able to work independently to determine priority of work, meet deadlines, and determine methods and procedures to resolve administrative office problems.
