This position provides full-time operational support for the Assistant Vice President of Advancement and Operations, as well as the Vice President of Advancement and Alumni and Development senior team members. This position will communicate the needs of the Alumni and Development office with division staff members, appropriate university offices, and outside vendors.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Supports the Assistant Vice President of Advancement and Operations, and Alumni and Development senior team members with the following duties:
- Schedules appointments and meetings with internal and external constituents.
- As needed, provides coverage of the front desk, which includes answering/transferring the main office phone line, as well as greeting/assisting office guests.
- Travel arrangements as needed.
- Donor correspondence via phone, letter and email communication.
- Provide administrative assistance for the charitable gift annuity payment process.
- Maintenance of estate and planned giving files.
- Coordinating annual audit requests with Registrar’s Office.
- Maintains Alumni and Development policies and procedure documents.
- Attends Board of Trustees meetings to transcribe and report minutes; in addition, prepares reports for BOT committees, including campaign reports as needed.
- Assist with correspondence, mailings, and specialized acknowledgement letters.
- Manages the invoices, visa statements, transfers, and payments for the Assistant Vice President, Vice President and senior team.
- Assist with data updates as needed, including but not limited to: address/contact information updates and access to updating the office’s Big Blue Intranet site.
- Assist with audit requests from the business office.
- Manage and assist with all aspects of the scholarship/fund/award selection, recognition and stewardship process.
- Supports the Alumni and Development office with the following duties:
- Communicates all Alumni and Development office requests, maintenance and supply needs to appropriate University offices and outside vendors.
- Manages office supply budget and ordering of supplies, including Millikin branded letterhead and correspondence materials.
- With the assistance of the senior team, orders and maintain office promotional items and materials.
- Schedules Alumni and Development office meetings and handles requests to reserve space in the Alumni and Development Office.
- Assist and attend major Alumni and Development Office events (such as Homecoming) as needed.
Contribute to the Alumni and Development Division and the University
- Contribute to the Division and University initiatives, meetings, team sessions, and committees as appropriate or assigned.
- Staff division and university events as needed.
- Represent the University to the Decatur and higher education community in a professional manner.
- Maintain and exhibit loyalty to the University, the Alumni & Development Division, and the Development profession
- Performs other reasonable and job-related duties as assigned.
SUPERVISORY RESPONSIBILITIES: This position does not have supervisory responsibilities in accordance with the organization’s policies and applicable laws.
QUALIFICATIONS: To perform this job successfully, an individual must be able to succeed in a result-driven professional organization. Maintaining professional performance, demeanor, team-approach and focus on results while working under pressure in a dynamic environment. Customer, budget, quality, and delivery conscious mindset. Ability to establish priorities, work independently with minimal supervision and facilitate teamwork. Highly organized, with the ability to plan, execute and multitask to meet deadlines with accuracy and attention to detail.
Minimum Education and/or Experience:
- High School Degree or equivalent.
- Preference for three or more years of increasingly advanced administrative office responsibility.
- Valid Driver’s license and ability to be bonded for Notary service.
- Pleasant personality and ability to get along with others
- Excellent organizational, verbal and telephone skills
- Ability to handle multiple tasks calmly and flexibly
- Exhibit leadership qualities
- Proficiency in latest version of Microsoft Office
- Proficiency with digital recording equipment
- Desire to learn new things
- Flexibility in work schedule for occasional special event work
- Commitment to the goals of Millikin University and the Alumni and Development division.
Applicants should submit a cover letter, resume and contact information of three professional references to Mandi Podeschi at apodeschi@millikin.edu.