This position will support the School of Dentistry Development office and Alumni Relations office, which include the Director of Development, the Director of Alumni Relations, and the Annual Giving & Stewardship Coordinator. Responsible for confidential information regarding alumni and donors/contributors, events that engage and steward alumni and donors, travel arrangements, develop and manage communications with alumni and donors. This person interacts with leadership of the school as well as leadership in the University of Minnesota central offices and outside of the University. This person must have a high level of confidentiality and ability to resolve high level issues quickly and effectively.
Facilitate contact with benefactors, alumni, friends, and vendors (45%)
Write correspondence and communications on behalf of the Development Office to be sent electronically, mailed to, and/or for media or marketing publications. Prepare and manage large mailings for internal and external constituents on behalf of the Development office. Coordinate communications using a mass email tool.
Arrange events for the Development Officers and Directors of Alumni Relations (facility reservations, transportation needs of attendees, formal invitation preparation and distribution, arranging of catering including purchase orders and reimbursements, etc.) Coordinate in person, conference call and virtual meetings and events for small and large groups (and all logistics associated with these meetings), inside and outside the University of Minnesota. Create and design flyers, event calendars, invitations, announcements, newsletters, e-mails, and websites for the Development office and Alumni Relations.
Design and manage special projects to obtain the desired results (initiatives, incentive programs and/or plans) and collect, analyze and manage the data that goes along with management and implementation of these projects.
Manage donations (15%)
Receive, record, transmit, and acknowledge all charitable gifts to the School using the UMF Donor Management System (DMS). This work requires a special background check for dealing with incoming money and payments and requires a high level of confidentiality as many donations are confidential or are confidential until a certain date in which it is publicized.
Prepare standard and ad hoc reports using gift and gift fund data recorded on DMS. Communicate and prepare this information for distribution to School of Dentistry Development Officers, the Dean of the School of Dentistry along with Associate Dean, central development offices and partners, financial partners, marketing and Dentistry publications and to others as needed.
Manage alumni and donor receptions (25%)
Scheduling, planning events, selecting locations, making all room set-up and decorating arrangements, selecting and ordering food and beverages, making special arrangements for speakers, displays, and presentations. Preparing and submitting reimbursements for speakers, attendees, participants, and others involved in special events. Set up and maintain purchase orders for all events and items associated with special events.
Provide general administrative and support functions to Development and Alumni Relations Offices or other Administrative offices (Dean’s office, Associate Dean for Academic Affairs, Human Resources Office, Student Affairs office) (15%)
Provide administrative and clerical support for meetings/appointments and events inside and outside the building. Make travel arrangements for Development Officers and Director of Alumni Relations. Prepare and process expense reports and financial documents. Prepare human resources and general administrative reports and documents. Maintain office supplies and inventory. Maintain supplies of printed and electronic communications from internal and external sources. Maintain office reception area and bulletin board. Other duties as assigned.
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2018_tcd-cslr-75100-ben-0105-7.pdf
Hourly Range: $16.18 to $27.21 USD/hour
All required qualifications must be documented on application materials.
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience
Computer experience required, with demonstrated proficiency in Microsoft Office Suite and Google Applications
Experience working with confidential data (student, health records or financial data) and demonstrated high level of confidentiality is required for this position
Demonstrated experience in oral and written communication, writing clear, concise letters or e-mail messages with accurate spelling, punctuation, and grammar
Demonstrated experience in using interpersonal, organizational and problem-solving skills, multitasking in a fast-paced environment, working independently, showing initiative, and meeting deadlines
Demonstrated/documented exceptional customer service skills and professional demeanor are critical to success in this position
Able to independently solve problems and answer questions from students, staff and faculty; refer to the Development Director and other offices as needed
Explain complex policies and procedures to a wide range of audiences
Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty, students, and coordination with University offices and stakeholders throughout the dental profession. Ability to prioritize and make daily decisions regarding the Division Director’s calendar
Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement
Preferred Qualifications (Selection Criteria):
Experience working in an academic institution supporting students, faculty, and alumni
Experience in a health sciences industry/field/institution
Experience supporting more than one professional at a time and prioritizing work
Demonstrated/proven reliability and dependability
Ability to work with a diverse population
Understanding of basic computer applications, network concepts, applications, and functionality within the Microsoft Windows operating system
Excellent organization, prioritization, multiple tasks, creativity and filing systems skills
Skilled at multi-tasking and working with details, managing work flow while dealing with expected interruptions and meeting deadlines
Excellent troubleshooting and problem solving skills
Ability to make decisions in a timely manner
Knowledge and understanding of financial policies and procedures (PeopleSoft a plus)
Experience solving and troubleshooting technical application problems with experience formatting, drafting or writing routine to complex correspondence and meeting materials
Intermediate-level experience with spreadsheets
Experience setting up meetings and events
Experience with the University of Minnesota Donor Management System
Experience with Exact Target or similar mass email tool
Internal Number: 328989
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.