- Working Title :
- Administrative Assistant & Project Coordinator
- Posting Number :
- Job Category :
- Administrative - Project Support
- Salary :
- $35,000 - $43,000
- Reports To :
- Associate Vice President for Development
- Experience Range :
- 2 to 5 Years
Administrative Assistant & Project Coordinator
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.
To apply for this position, please submit your cover letter and resume as one document on the University of Michigan Careers at the U site.
If you are unable to apply via the U-M Jobs site, please submit your cover letter and resume to firstname.lastname@example.org. In the subject line, please type in the Job ID# for which you are applying.
For questions about the U-M application process, please refer to the FAQ page
The Administrative Assistant & Project Coordinator position is an ideal entry point to the complex workings of higher education development. Responsibilities for this position will be split between two main functional areas including administrative support to the Associate Vice President for Development and project coordination on distinct departmental priorities.
Characteristic Duties and Responsibilities
- Essential Administrative Duties – 30%
- Coordinate and prioritize schedule for the Associate Vice President, exercising discretion and judgment.
- Obtain, prepare, and organize background materials, agendas, minutes, reports, etc. for various meetings as requested, including Provost Meetings and Academic Programs Group Development Subcommittee meetings.
- Maintain appropriate and systematic follow-up to ensure that deadlines are met and materials received on a timely basis.
- Respond to inquiries from within the department, from the campus community, as well as our external constituency; direct matters to appropriate individuals for action.
- Coordinate all travel arrangements for Associate Vice president, including international, and assemble necessary materials for each trip including itinerary and obtaining visas for international travel; occasionally handle travel arrangements for others as requested.
- Coordinate and request all football tickets and President’s Tailgates for OAVP.
- Prospect Relations – 20%
- Act as the main point of contact for several major donors and major prospects both domestic and international.
- Initiate, draft, edit, and type correspondence, reports, gift agreements, meeting minutes, manuscripts, talking points, etc. as requested.
- Assist with coordination of the University Purchasing Card use and monthly reconciliation for the Associate Vice President (secondary).
- Schedule and organize individual donor visits to the University campus, including agenda and visit logistics, assisting with international visits as necessary.
- Make prospect tracking updates and enter donor information into DAC/DART database and pull reports as requested.
- Work with data from wealth screenings to assist and make recommendations to help the Associate Vice President for Development in prioritizing monthly prospect visits.
Project Coordination Support: 50%
- Research, collect and analyze data on International Giving, Foundation Relations and Leadership Prospects to identify trends and potential at the individual, local and country level.
- Collaborate with the Prospect Development and Analytics team on targeting additional research on top prospects. Create and present findings to Associate Vice President.
- Create or enhance the visual aspects of reports and presentation materials.
- Provide overall coordination and schedule for multiple projects.
- Help align OUD resources appropriate to project goals.
- Track progress-to-goal and project deliverables.
- Prepare materials and relevant collateral as well as coordinates the production and timely distribution of materials as needed.
- Supervise the coordination of logistics and materials for related functions, including routine and special meetings, cultivation events and activities.
- Bachelor’s Degree or equivalent combination of education and experience.
- Commitment to fostering a collegial environment with development staff, university colleagues, parents and donors.
- Strong communication and excellent interpersonal skills are required, including a professional, client-oriented demeanor, excellent knowledge of grammar and business correspondence.
- Excellent organizational and administrative skills including time management, project management and attention to detail.
- Innate curiosity and an anticipatory sense.
- Demonstrated ability to apply good judgment and handle confidential materials and situations with sensitivity and discretion is required.
- Good problem solving skills.
- Initiative, flexibility and creativity.
- Ability to take and faithfully interpret guidance from the Associate Vice President for Development; to work independently and as a team member; to set priorities and handle multiple assignments and deadlines.
- Systems oriented and technologically savvy with strong working knowledge of computer and office systems (MS Office, FileMaker, GoogleDocs, etc.)
- Experience interacting with executive level and other high-level administrators and visitors.
- Familiarity with University of Michigan policies and procedures.
- Ability to work evenings/weekends if needed.
Mission StatementThe 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.
U-M EEO/AA Statement: The University of Michigan is an equal opportunity/affirmative action employer.