Institutional Advancement Specialist

Description

The Institutional Advancement Division is currently accepting applications for an Institutional Advancement Specialist.

The primary purpose of this position is as front-facing support across the Institutional Advancement Division (IA), ensuring internal and external relationships and communications are well managed. Serves as a liaison between key personnel, significant donors and donor prospects, and employees. Supervises most student workers and may also train and/or supervise other administrative staff.

Essential Functions

• Support President and Vice President for Institutional Advancement (VPIA) with travel coordination by arranging donor visits, compiling itineraries, maintain calendar for events and meetings, booking hotels and other travel arrangements with donor engagement opportunities as needed. Ensure regular travel planning meetings are held with direct follow-up.
• Provide support to designated senior staff for IA in all aspects of leadership responsibilities at the College, particularly donor contact, travel and designated events.
• Coordinate communication from Institutional Events Committee as a standing member to IA.
• Support and lead the administrative management of IA as principal constituent contact fielding incoming calls and questions.
• Supervise most student workers and their workflow in IA.
• Support the VPIA and designated senior leadership for IA as with advancement systems and technology needs.
• Actively support internal communication and administrative workflow as it relates to donor/volunteer campus experiences, (e.g. itineraries, gifts, reservations, confirmations, parking, other details).
• Coordinate IA-wide meetings, retreats, and professional development efforts, while leading the team of staff.
• Prepare agendas including handling of all logistics for Executive Travel meetings including the official travel calendar and noted events as well as all staff meetings and divisional retreats.
• Maintain IA position descriptions and search details coordinating with the Office of Human Resources as needed.
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others’ monitoring progress, problem-solving, and making adjustment plans as needed.
• Along with other staff, reconcile PCard expenditures for the VPIA or designated leadership in IA.
• Support for donor campus experiences in tandem with the donor relations operation.
• Shared budget work with other staff across division.
• Support for board presentations and committee work as needed in coordination with the Office of the President, as well as campaign or divisional advisory groups including campaign steering committees.
• Establish goals in IA data platform (FPM) around tasks and contact with key prospect relationships.
• Coordinate event assignments, details and professional look of key events and some regional dinners as needed (e.g. special receptions for Homecoming and Family Weekend, class reunions, campus donor events, lecture receptions, and other engagements).
• Read and analyze incoming mail, memos, letters, and reports to determine their significance and distribute to appropriate program staff.
• Other duties as assigned.
  
  

Non-essential Functions

• Initiate and prepare work orders whenever necessary.
• Conduct all responsibilities in a safe manner according to regulations (OSHA, EPA, etc.).
  
  

Requirements

For full consideration, please provide cover letter, resume and contact information for (3) professional references.

Education And/or Experience

Associate degree is preferred; plus eight to ten years of office experience; or equivalent combination of education and experience.

Other Skills, Abilities, And/or Training

• Ability to preserve confidentiality of information
• Ability to prioritize multiple tasks in a fast-paced environment
• Strong organizational skills and attention to detail
• Ability to work within strict deadlines
• Good interpersonal skills and desire to be a team player
• Exceptional customer service skills
• Excellent written communication skills (i.e. business letter writing, grammar, etc.)
• Excellent oral communication skills (i.e. ability to deal effectively with others, speak professionally on the phone, etc.)
• Familiarity with industry terms and processes
• Ability to use a multi-line phone system
• Proficient with Microsoft® Office Suite,
• Fundraising Performance Management
  
  

PHYSICAL DEMANDS

• Regularly required to climb stairs
• Regularly required to remain seated in a normal position for long periods of time
• Regularly required to walk about
• Regularly required to maintain balance while walking, standing, crouching, or running
• Occasionally required to reach up and out with hands and arms
• Regularly required to talk and hear; verbally express information or instructions
• Regularly required to use hands to grasp objects, type, pick up objects, move objects, or hold objects
• Occasionally required to stoop, kneel, crouch, and/or crawl
• Occasionally required to lift up to 25 pounds and carry a distance of 10 feet
• Occasionally required to push and/or pull up to 25 pounds a distance of 10 feet
• Occasionally required to stand for long periods of time
  
  

Vision Requirements

To successfully perform this position, individuals must possess the following:

• Close vision (clear vision at 20 inches or less)
• Depth perception and the ability to judge distances and spatial relationships
• Adjustable focus
  
  

WORK ENVIRONMENT

The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.

The individual is regularly exposed to indoor conditions and moderate noise level; the individual is occasionally exposed to outdoor weather and temperature extremes.