University of Michigan

Administrative Assistant Intermediate

University of Michigan School of Music, Theatre and Dance Office of Development and External Relations

Working Title

: 

Administrative Assistant Intermediate

Posting Number

: 

57753

Job Category

: 

Administrative

Salary

: 

$34,000 - $38,000

Reports To

: 

Director of Development, School of Music

Date Posted

: 

2011-06-20

Experience Range

: 

2 to 5 Years

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 dev.careers@umich.edu. 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

Position Description

Perform a full range of administrative support for the University of Michigan School of Music, Theatre and Dance Office of Development and External Relations. This position reports to the Director of Development but also supports the other Development Officers in the department.

Characteristic Duties and Responsibilities

40% - Database Management, Gift Reports, Donor/Prospect Reports, and Stewardship

- Maintain and Update DAC, including donor and alumni records, for address changes, etc.
- Process gifts
- Maintain donor prospect tracking document and assist with monthly prospect tracking reports
- Create routine and customized reports using Executive Information System (EIS) and Business Objects; secure assistance from DAC development staff as needed
- Prepare, edit, and distribute contact reports in a timely and accurate manner and complete follow-up tasks as directed
- Produce and manage mailing lists
- Update Master Invitation List
- Process and mail stewardship letters for development office
- Draft additional routine donor communications as needed

35% - Event Coordination
- Assist with event logistics such as obtaining proposals for catering, music, photography, etc.
- Produce mailings for all events
- Maintain RSVP lists for all events
- Manage correspondence with guests
- Prepare briefing materials for staff
- Other projects as assigned

25% - General Administrative Support
- Coordinate travel as directed, including meeting confirmations
- Coordinate donor-hosting needs of gift officers
- Prepare all necessary paperwork and confirmation for traveler including itineraries, donor reports, maps and directions
- Research airlines, hotels, automobile rentals, etc. for best possible rates and secure reservations
- Responsible for all administrative office processes, services and procedures
- Complete expense reports and P-Card reconciliation utilizing Concur
- Manage staff calendars, schedule and confirm meetings, anticipate needs, and exercise discretion and judgment as appropriate
- Take notes and minutes at meetings when directed; follow-up minutes to be completed and distributed in a timely manner.
- Screen, prioritize and respond to phone calls, e-mails or other correspondence from alumni, donors, friends, students, faculty and staff.
- Serve as the front-line contact person in the development office
- Maintain office supplies and equipment, reordering before needed

Required Qualifications

- Three to five years of office experience, preferably in a development or fundraising environment
- A bachelors degree or the equivalent experience
- Excellent written, verbal, communication and interpersonal skills
- Expertise in Word, Excel, and Power Point required
- Knowledge of or expertise in Access, Filemaker Pro or similar database systems highly desired including experience and aptitude with relational databases
- Ability to effectively communicate and work with all levels of constituents, while operating in a fast-paced 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

Additional Information

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.

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.

U-M EEO/AA Statement: The University of Michigan is an equal opportunity/affirmative action employer.