Sample Job Descriptions

The incumbent will report to the Director of Advancement Services & Prospect Research and will provide administrative support to the Advancement Services and Prospect Research staff.

Provide support to major gift fundraising staff using the Prospect Management system, including training, user documentation, and adherence to guidelines and policies. Interact extensively with staff regarding usage of the Prospect Management system, ensuring that accurate information is maintained about relationships with potential major gift prospects.

Assist with the implementation of strategies and services/functions for the Advancement Services office.

Assist with data entry and information management for donors and prospects. Coordinate, design, and maintain policies/procedures, fundraiser prospect management, reporting, and statistical analysis.

Coordinate non-University Advancement clearance requests and implement/maintain procedures for review. Create, maintain, and search databases and manipulate data to produce lists, mailing labels, and merged letters.

Create and maintain website information.

Prepare a variety of documents and reports on financial activities for budget analysis.

Reconcile department budget and maintain accurate financial records.

Process disbursements, check requests, and purchase requisitions.

Prepare, type, and edit correspondence, presentation materials, announcements, and bulk mailings.

Oversee the ordering of office supplies and work orders.

Special projects as requested.

Knowledge Skills and Abilities:

Knowledge of general accounting and fiscal management.
Thorough knowledge of English grammar, punctuation, and spelling.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Demonstrated computer and software skills including MS Word, PowerPoint, Excel, database applications, and E-mail.
Competence in analyzing data and producing specialized reports.
Excellent organizational skills.
Exceptional oral and written communication skills, including editing and proofreading.
Ability to use judgment and discretion.
Ability to maintain complex records and files.
Ability to troubleshoot most office administration problems and respond to all inquires and requests related to the work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems.
Ability to effectively write and present reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to work on multiple projects simultaneously.
Ability to coordinate, prioritize, and monitor projects to completion.
Ability to work both independently and in coordination with professional colleagues.
Ability to search and acquire basic information using the internet.
Ability to manipulate various database records to produce lists, mailing labels, and merged letters. Ability to work in a fast-paced environment and adapt quickly to change.
Ability to make complex decisions, problem solve, and work cooperatively and effectively with diverse individuals.

Experience and Education:

Equivalent to a bachelor's degree and a minimum of three years of progressively responsible clerical or administrative experience.
Experience with development, education, or non-profit institution preferred.
Experience with BSR Advance or other fundraising database preferred.
Experience training on database or application of policies/procedures preferred.
Experience assisting development officers with prospect management preferred.