Job Summary: Supports the EVP and Director of stewardship with budgeting, scheduling, correspondence, research, reporting, monitoring, events, data entry and manages departmental activities.
Duties/Responsibilities: This job description is not to be construed as an exhaustive statement of duties or responsibility requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation
Office Management - Supports the management of official office budget accounts and all financial records for Advancement, verifying the accuracy of reports and printouts and assuring fiscal responsibility. Monitors expenditures in accordance with budgeted amounts, and reviews and authorizes purchase of supplies, services, and equipment within budget limits. Responsible for purchases for the department, check requests and expenditures requested by the office staff. Assists in organizing budget requests from departments for the annual budgetary process. Assists and trains on PO's, ensures time is approved on time, and credit card reports are submitted on time.
- Maintains and coordinates the official calendar for Alumni & Development, including project and proposal deadlines, inter- and intra-office meetings, on and off- campus appointments for travel and vacations. Establishes and implements a procedure to ensure staff members provide dates and associated information to be compiled and placed on the calendar.
- Maintains an inventory of supplies and materials, and places orders as needed with the university supply clerk or other office supply vendors as necessary. Initiates work order requests for office maintenance, orders equipment, and arranges for service as needed. Oversees billing and payment processes for all mailings including those completed by outside mailing services.
- Maintains an up-to-date, working knowledge of computer software used in the office. Maintains particularly good knowledge of Raisers' Edge in order to be able to input and retrieve information for the EVP and others. Maintains current knowledge of the functions of the office support staff in order to provide back-up assistance when necessary.
- Attends and participates in alumni and university events and activities both on and off campus, including weekend events as directed and required to promote alumni development and fundraising goals. Must be able to work Commencements, Alumni Reunion, and Homecoming weekends.
- Provides friendly greeting to visitors, trustees, staff, faculty, and students, including giving campus directions, answering questions and providing information about the university, and routes visitors for the office as needed.
Executive Support for the EVP and Director of Stewardship - Maintains the office calendar. Schedules and assists in scheduling appointments for EVP and notifying appropriate participants for all appointments.
- Finalizes all correspondence and other written materials for the EVP and others. This includes proposals, in-house memorandums and communications, planned giving information, birthday cards and administrative reports. Proofreads and makes changes in grammar, spelling and/or punctuation as needed. Proofreads the Drury Magazine and the Honor Roll of Donors before it is published.
- Coordinates meetings and other occasions by reserving space, arranging for refreshments, typing agendas, preparing materials, etc.
- Assists in the compilation of invitation lists and in ensuring that plans for on- and off-campus development events are properly developed and executed.
- Schedules appointments and travel arrangements for trips made by the EVP. Ensures all associated agendas and itineraries are finalized for the EVP prior to departure.
- Creates and maintains official record of minutes for the National Campaign Cabinet, and Trusteeship Committee. May work with staff and committee members to schedule committee meetings, email agendas, and send follow-up emails on behalf of EVP.
- Assists in Prospect Research for the EVP's prospects through LexisNexis or other research tools.
- Assists in creating meeting/committee agendas and updating participants as needed.
- Edit and prepare (printing/binding) proposals for EVP as needed.
- Other duties as needed by the EVP.
Required Skills/Abilities: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. All job requirements listed indicate the minimum knowledge, skills, and/or ability deemed necessary to perform the job proficiently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to concentrate and attention to detail are necessary in order to have accurate data and to maintain records and relationships.
- Ability to add, subtract, multiply and divide in order to prepare and maintain reports and proposals.
- Ability to understand instructions in order to complete assignments correctly and thoroughly.
- Ability to handle deadlines and stressful situations in a calm, orderly and accurate manner in order to complete work on time and to deal with the public, donors, alumni, etc.
- Ability to set goals, prioritize and organize tasks and workload in order to complete assignments in a timely manner.
- Excellent interpersonal communication skills are required including courtesy and tact in order to deal effectively with callers, visitors, alumni, donors, and to provide information clearly and effectively.
- Spelling, punctuation, and grammatical skills, normally used in daily correspondence and publications.
- Excellent computer skills including extensive experience with Microsoft Office with specific attention to the full capabilities of Outlook, Word, and Excel; and Raisers' Edge. Must also be able to use laser, contact printers and an envelope printer.
- Experience with dictation equipment may be required to adequately convert dictated information into printed materials.
- Ability to accurately key information for typing correspondence, copy for publications, events, event financial records, etc.
- Ability to use a calculator and adding machine to accurately prepare numerical information.
- Ability to speak clearly and to hear accurately in order to answer and place telephone calls, provide information to visitors, alumni, donors, etc.
- Ability to attend off-campus activities and make off-campus deliveries. If using personal or university vehicle for university business, must have a valid driver's license and a satisfactory driving record.
- Ability to maintain a professional and neat appearance for greeting visitors, alumni, donors, trustees, and other members of the public.
- Ability to travel to special event locations and other campus offices.
- Ability to solve problems and think critically and independently for organizing and completing workload.
- Ability to remember and recall details and events in order to remember meeting people at events, recalling dates, events, and names.
- Ability to organize people and information for coordinating events, filing, and maintaining the office calendar
- Ability to maintain confidential office information, including donor, donation, and alumni information.
- Ability to maintain confidentiality in sensitive matters in order to keep the matters from other office personnel.
Education and Experience: High school diploma or equivalent plus a minimum of two years' experience assisting an executive, or the equivalent combination of education and experience.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually very quiet.
WORKING AT DU HAS ITS BENEFITS: - Generous time off including 4+ weeks of paid time off starting your first year
- Free tuition for your whole family
- Free tickets to Drury home sporting events
- Health and wellness benefits at extremely competitive rates
- Free use of onsite fitness center on Springfield campus
- Discounted meals and Drury merchandise on campus