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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. In your cover letter, please indicate how you discovered this opportunity.

Job Summary

Reports to:    Director of Planned Giving (Directly)

Senior Associate Director of Planned Giving (Indirectly)

Position summary:    As the Senior Development Assistant, you will provide administrative support to the Director of Planned Giving, Senior Associate Director of Planned Giving, and overall general office support for the Office of Planned Giving. Support includes calendaring, customer service, preparing for donor visits, P-Card reconciliation, travel itineraries, and assistance with budget review and reconciliation. The Senior Development Assistant will also assist with a variety of internal and external events, projects, programs and liaison meetings facilitated by the department.

Responsibilities*

General Administrative Support (50%)

  • Maintain and oversee calendars, schedule dynamic and complex meetings and conference calls; coordinate logistics and agenda routing for departmental meetings and phone calls.
  • Obtain, prepare and organize background materials, agendas, and minutes for various meetings as requested; keep track of agenda items; complete and distribute follow-up minutes in a timely manner.
  • Make changes and add information to the Donor Alumni Relationship Tool (DART) database.
  • Prepare, edit, and enter contact reports in an accurate manner and complete follow-up tasks as directed.
  • Prepare P-Card and hosting reconciliations for the Director and Senior Associate Director.
  • Produce presentations as directed.
  • In coordination with other Senior Development Assistant, perform general office duties including filing, copying, faxing, answering the telephone and directing calls to the appropriate development staff, greeting guests, set-up and breakdown for meetings, providing technical assistance, mail and correspondence routing, ordering of office supplies, tracking and distribution of marketing responses and leads, and maintenance of office software to ensure efficient management of information, documents, and needs of the Office of Planned Giving.
  • Provide reception coverage and back-up administrative support as needed.
  • Draft, proofread and edit correspondence on behalf of the Director and Senior Associate Director.
  • Develop and maintain a systematic follow-up system with the Director and Senior Associate Director to ensure prioritization and timely response to calls and emails, ensuring that deadlines are met, and that materials are received on a timely basis.
  • Serve on development project teams as assigned, participate and support staff meetings.
  • Coordinate Travel and Hosting; Coordinate travel itineraries for the Director and, as needed, the Senior and Associate Directors. Assemble necessary files, materials and supplies, prepare detailed itinerary for each trip, and confirm appointments, coordinate donor-hosting needs, prepare all necessary paperwork and confirmation for traveler including maps/directions, event information, government discount paperwork, parking passes, etc., and research airlines, hotels, automobile rentals, etc. for the best possible rates and secure reservations.

Stewardship (25%)

  • Collect and maintain donor stories.
  • Develop and maintain best practices for collection of donor stories.
  • Coordinate with Stewardship Office regarding new Monteith Society members.
  • Partner with Associate Director to implement Planned Giving Stewardship best practices.
  • Collaborate with the Planned Gift Services Team in the preparation and distribution of annual and semi-annual stewardship reports for life income donors.
  • Coordinate responses to information received from the Telefund (student caller) program.

Communication, outreach, and customer service (10%)

  • Act on behalf of the Director and others as requested in handling inquiries of highly sensitive and confidential nature.
  • Answer the Office of Planned Giving main phone line; assist incoming callers with questions, route appropriately, and direct phone coverage to appropriate backup persons when necessary.
  • Respond promptly to inquiries from within the department, from the campus community, and from our external constituency. Direct matters to appropriate individuals for action and follow-up as needed.
  • Assist with planning and execution of campus and off campus visits and events, including preparation and posting of invitation lists, coordinating event details with event planning or unit staff, and follow-up to requests and post-event details.
  • Other duties and activities as assigned.

OPG Budget (5%)

  • Perform monthly review of department budget reports, monitor outstanding expenses, and update the Director on budget status.

OPG Operations Mentor (5%)

  • Onboard and off board Office of Planned Giving employees as Operations Mentor; build itineraries, lead training sessions, add/remove systems access, and other duties as necessary.
  • Serve as member of Building Emergency Response Team (BIRT); act as coordinator of department in emergency situations, participate in yearly training/emergency preparedness sessions, maintain certification in CPR/AED skills.

Perform other duties as assigned (5%)

Required Qualifications*

Required qualifications:

  • A bachelor’s degree or the equivalent experience.
  • Excellent written and verbal communication and interpersonal skills.
  • Expertise in Word, Excel, PowerPoint, and Google.
  • Ability to effectively communicate and work with all levels of constituents in a dynamic customer service environment.
  • Ability to work both independently and as a team member.
  • Ability to set priorities; handle multiple assignments and deadlines, and to display excellent judgment while operating in a flexible and professional manner.
  • Proficiency in spelling, grammar, punctuation, proofreading, and business mathematics.
  • Ability to type 60-80 wpm with accuracy is required.
  • A great can-do attitude.
  • Discretion when dealing with highly sensitive information and a focus on customer service are essential.

Desired Qualifications*

Preferred Qualifications:

  • Three to five years of office experience, preferably in a development or fundraising environment.
  • Knowledge of In-Design, Access, or similar database systems, including experience and aptitude with relational databases.

Additional Information

For additional information about this position and to review other current openings in Development, please visit our website at: www.giving.umich.edu/careers

Mission Statement

The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.

The U-M development community is committed to attracting, developing and retaining a diverse and thriving workforce, and demonstrating respect and inclusivity for all.

 

Application Deadline

Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.

U-M EEO/AA Statement

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