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Job Summary

UM-Dearborn

UM-Dearborn is an inclusive, student-focused institution committed to excellence in teaching, learning, research and service, as well as access, affordability and metropolitan impact.  Founded on more than 200 acres of the original Henry Ford Estate, UM-Dearborn was forged on the principals of practical innovation of its industrialist benefactor.  UM-Dearborn offers its 9,100 students the opportunity for a transformative education aligned with the academic excellence of the University of Michigan and rooted in a deep commitment to metropolitan Detroit.  Since its inception, UM-Dearborn has set itself apart from its peers through its diverse and inclusive campus community and its intentional, meaningful engagement with local industry, government and nonprofits.

Institutional Advancement

The Institutional Advancement team builds lifelong relationships with alumni, students, faculty, staff, businesses, foundations and other community entities to help secure, manage and steward the partnerships and resources needed to advance University of Michigan-Dearborn’s mission. Included in Institutional Advancement is Alumni Engagement, Business and Foundation Engagement, Individual Giving and Campaign Marketing and Communication. All work aligns to support student success and the university’s four strategic pillars: metropolitan impact, deepening academic excellence, enhancing student engagement and achieving enrollment growth.

Victors for UM-Dearborn Campaign

UM-Dearborn is participating in University of Michigan’s Victors for Michigan Campaign, with its own distinct brand, Transforming Students: Powering our Region, and a goal of $50 million. It has received commitments from generous donors totaling $34M, with seventeen months remaining in the campaign. While the success of the campaign is a responsibility shared by all university leaders across campus, the Institutional Advancement (IA) team leads the planning and execution of the campaign.

Basic Function and Responsibility

The Assistant to the Vice Chancellor for Institutional Advancement is a direct report to the Vice Chancellor and a member of her senior leadership team. This person is responsible for a broad range of complex and sensitive, high-level administrative duties essential to the effectiveness of the Vice Chancellor and the entire IA department. This role also provides support to ensure the effectiveness of the Chancellor, Deans and other senior leaders on campus in their work related to institutional advancement activities. Management of department operations for IA is also the responsibility of this position. As a representative of the university and the Office of Institutional Advancement the utmost professionalism, judgment, discretion and attention to detail must be exercised daily.

Responsibilities*

Supporting the Vice Chancellor in her Leadership Role

  • Manage strategic projects for the Vice Chancellor such as the IA annual planning process; co-leading the Events Collaboration Group; and providing leadership to the IA team to continue building a team culture of respect, inclusiveness, collaboration, quality service, high-performance, camaraderie, recognition and appreciation, and personal and professional growth such that IA continues to achieve high ratings on the employee satisfaction survey.
  • Manage the Vice Chancellor’s calendar and meeting preparation ensuring the best use of her time. Ensure meeting information is gathered and provided to the Vice Chancellor in a timely fashion. Schedule prep meetings and work time appropriately allowing ample time for the Vice Chancellor to prepare. 
  • Manage logistics, agendas, briefings and meeting materials for on and off campus meetings for the Vice Chancellor and other senior campus leaders for meetings and visits with high-level donors and corporate partners. Schedule prep meetings when appropriate to ensure all internal attendees are thoroughly prepared.
  • Track and manage the completion of follow up items for the Vice Chancellor from her meetings with the Chancellor and other senior officers. Coordinate the involvement of other staff in completion of follow up items, when appropriate.
  • Serve as IA liaison with the Chancellor’s office to facilitate requests for the Chancellor’s participation in donor/prospect visits, meetings and events. Ensure all communication delivered to the Chancellor is correct and on time (letters, briefings and event materials)
  • Draft and/or edit communications from the Vice Chancellor to the department, campus, donors and outside constituents, ensuring accuracy and professionalism.  Follow up with appropriate staff for corrections/revisions. Serve as one of the final proofing resources for IA.
  • Recommend campus and/or community events/meetings needing attendance by Vice Chancellor and Director of Strategic University Relationships.
  • Build and maintain relationships with high-level donors and corporate partners while representing the university with the utmost professionalism and discretion. Assist with the management of various high level donor/alumni events on campus.

Supporting the Vice Chancellor’s Major Gifts Work

  • Facilitate the Vice Chancellor’s and Chancellor’s cultivation and stewardship of high-level donors and corporate partners, in collaboration with appropriate IA staff.  Coordinate the entry of interactions and follow up in the Donor and Alumni Relationship Tool (database).
  • Coordinate the Vice Chancellor’s travel arrangements, itineraries, supporting documentation and briefing materials. Manage appropriate follow up. Process expenses consistent with university policies and procedures. 
  • Build and maintain relationships with executive assistants to high-level donors and corporate partners to facilitate their understanding of campus priorities and the importance of their executive’s involvement with the university. Utilize these relationships to help schedule meetings and/or campus visits as needed by other staff.

Department Administration

  • Provide leadership to administrative staff and development associates to foster collaboration, effectively distribute the workload and facilitate regular and effective communication among team members so work is completed on time, accurately and a professional product is produced. Lead regular meetings to discuss upcoming programs and tasks to ensure all sufficient resources are allocated to meet deadlines and review and incorporate best practices, creativity and innovation into work products. Lead cross-training efforts between staff. Provide ongoing leadership and mentoring to the team.
  • Manage the football ticket program to achieve strategic usage for major donor cultivation at each game. Ensure all appropriate individuals receive information regarding attendance and logistics. Coordinate and manage requests for additional football tickets to ensure strategic development of alumni and donors for the entire campus.
  • Manage the department’s $2M budget including yearly submission of budget requests, expenditure projections, as well as the monthly financial reconciliations. Monitor expenditures and process invoices consistent with university policies. Review all concur reports for accuracy and account usage and submit to appropriate manager for final approval and submission to Ann Arbor. Work with each program manager to ensure their program budget stays on track and complies with university policies and procedures. Identify areas for cost reduction.
  • Coordinate and manage all human resources work. Facilitate hiring and onboarding. Ensure all human resource documentation is completed in a timely manner, including annual performance appraisal and merit information. Provide input on yearly appraisal reviews and merit increases for development associates and support staff.  Monitor and complete all HR paperwork for yearly tech tools stipends. Review and approve all staff time entry and bring issues to the attention of department manager, as appropriate. Ensure confidentiality and discretion of sensitive information at all times.
  • Clearly communicate policies, procedures and other important information for both the department and campus in a timely fashion and ensure compliance. 
  • Maintain effective relationships with staff in the Office of the Chancellor, the dean’s offices and those of other senior officers, and develop and maintain other key relationships across campus. Ensure new assistants understand the importance of the campaign and how relationships with donors, alumni, community and corporate partners support the university’s vision and campaign priorities. Educate them on IA’s policies and procedures so they have a better understanding of the important work IA does. Ensure that the sensitivity and confidentiality of these relationships are understood.
  • Manage the submission of the annual space survey and facilitate work with facilities planning regarding space needs.
  • Manage the annual internal controls report ensuring accuracy and compliance with all university procedures and policies. Provide appropriate training to staff for internal control policies.
  • Monitor staff morale in the department and bring any issues/concerns to the Vice Chancellor as appropriate. Serve as a stress relief valve and sounding board for the team.  Recommend initiatives to increase morale and staff satisfaction, including departmental team building exercises and social gatherings.
  • Assist with yearly Advances (retreats) as needed.
  • Develop the continuity of operations plan for IA and lead the annual review and update process.

Other

  • Manage the Director of Strategic University Relationships’ calendar ensuring the best use of his time. Assist with the meeting materials, agendas and briefing reports for the chancellor’s meetings managed by the director. Assist with appropriate follow up and any other executive administrative tasks.

Supervision

  • Supervision is provided by the Vice Chancellor for Institutional Advancement.
  • Supervise office support staff and temporary/student workers to ensure appropriate office coverage, cross training, completion of special projects and collaboration among team.
  • Functional supervision is provided to development associates. 

    Required Qualifications*

    We are seeking a positive, energetic, seasoned and knowledgeable professional with demonstrated success working in a highly collaborative, high-performance environment and utilizing positive leadership practices.  The successful candidate must also have the following required qualifications:

    • Bachelor’s degree or combination of education and experience
    • 5+ years of progressively responsible administrative experience
    • Outstanding judgment with attention to detail and follow-up
    • Ability to manage and problem solve highly sensitive, confidential and complex projects with attention to detail
    • Reliable, punctual, flexible and creative.
    • Must have demonstrated organizational skills, the ability to manage multiple tasks, be service oriented, proactive, and able to take initiative
    • Team oriented collaboration in a fast-paced environment with confidential materials and information
    • Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information
    • Knowledge of university personnel, policies and procedures is preferred
    • Proven ability to work effectively under pressure in a fast-paced environment
    • Demonstrated passion for quality service and playing a high-level support role
    • Ability to interact professionally with a wide range of internal and external constituents
    • Excellent interpersonal skills and the ability to function as a liaison with the other university senior leaders and their teams
    • Ability to effectively manage multiple priorities while completing each on time and accurately
    • Exceptional interpersonal and communications skills with a strong commitment to customer service, collaboration and open communication; skilled at leading teams as well as being a team player
    • Excellent oral and written communication skills and computer skills.
    • Demonstrated ability to be self-directed and to prioritize multiple priorities without compromising a professional work product
    • Ability to effectively supervise and provide leadership to administrative staff and other support staff ensuring completion of work in a timely, accurate and professional manner
    • Demonstrated ability to be a positive influence to the team evidenced by increased collaboration and support from the group 
    • An appreciation for a rigorous academic, student-centered and inclusive environment, coupled with a familiarity with the complexities and politics of the university setting
    • Ability to work extended hours and participate in evening and weekend activities

    Desired Qualifications*

    • Administrative experience in higher education, especially in development, alumni relations or corporate and foundation relations
    • Knowledge of the development field

    Additional Information

    Compensation is commensurate with experience.

    U-M EEO/AA Statement

    The University of Michigan is an equal opportunity/affirmative action employer.