Employment

Alumni and Donor Relations Assistant

U of M Requisition Number: 156503
Class: 1885–Executive Office and Administrative Specialist
Supervisor:Associate Vice President of Donor and Alumni Relations

Overview

The alumni and donor relations assistant provides administrative support to alumni and donor relations staff and serves as the principal liaison to individuals outside the unit.

Responsibilities

(45%) Provide administrative support to the alumni and donor relations team.

Assist in coordinating program activities, such as Medical School Reunion Weekend, Connections Mentoring Program, and other alumni relations initiatives.
Serve as initial contact person/liaison in handling requests for information, answering questions, and solving problems for alumni and donors.
Manage inventory of donor recognition/appreciation materials. Work with vendors to order new recognition materials, such as donor gifts, donor wall plates, or endowed scholar medallions. Oversee distribution of unit publications, such as event invitations; contract with messenger/mailing services as needed.
Draft routine business correspondence, and type, lay-out, and proofread correspondence, reports, donor and alumni lists, and other documents drafted by alumni and donor relations staff.
Attend alumni and donor relations staff meetings, record and transcribe actions taken, and prepare meeting notes as required.
Assist the development writers with gathering information for stewardship reports from fund beneficiaries. Print, copy, package for signature, and mail stewardship reports and other correspondence as requested.
Assist the associate director of donor relations with enrolling and upgrading donors in Minnesota Medical Foundation and University donor recognition societies.
Provide administrative support to staff in the annual planning and budgeting process.
Schedule and make all arrangements for unit meetings, smaller events, associate vice president appointments and meetings, and staff travel.
Perform other routine clerical tasks, such as transcribing, filing, photocopying, and faxing, as well as special projects assigned by the associate vice president of donor and alumni relations.

(45%) Establish and maintain systems to manage and monitor alumni and donor relations activities.

Create and maintain accurate records in Raiser's Edge of alumni and donor relations activity, such as correspondence and report actions, constituent biographical information, volunteer activity, stewardship plans, and event registrations.
Ensure accurate donor and fund data in the fund database (Access) and in central donor and fund files.
Produce queries in Raiser's Edge to generate accurate alumni, donor, event invitation lists. Manage data provided by Raiser's Edge in Excel spreadsheets and create and manage mail merge documents for mailings and e-mails.
Establish and maintain computerized records, reports, and forms and department files.
Handle routine paperwork, such as check requests and the ordering of supplies.

(10%) Perform other duties as assigned.

Qualifications

Essential Qualifications

A minimum of four (4) years general office experience, preferably in a health-care, academic, fund-raising, marketing, or nonprofit environment.
Working knowledge of Microsoft Word, Excel, PowerPoint, Access and Outlook.
Ability to handle and prioritize multiple projects, work independently and under pressure, meet deadlines, and produce accurate work of a consistently high quality.
Excellent interpersonal, organizational, and oral and written communication skills.

Preferred Qualifications

Work experience in a health-care, academic, fund-raising, marketing or nonprofit environment.
Working knowledge of Raiser's Edge database highly desired.

Applications will be accepted only through the University of Minnesota's online employment system. Please submit a cover letter and resume to this system for consideration.

The University of Minnesota is an equal opportunity educator and employer.