Donor Relations Assistant Location:
University Relations Division Regular/Temporary:
Regular Full/Part Time:
Full-Time Job ID:
Staff Posting Details Appointment:
regular, full-time, (1.0) FTE. Position Summary:
The donor relations assistant provides general administrative and programmatic support to the Director of Donor Relations and the Associate/Assistant Director(s) of Donor Relations. The assistant manages a variety of complex event planning and administrative operations in support of the work of the Office of Donor Relations, including the arrangement of on- and off-campus event details, interacting with internal and external constituents, and managing a high volume of print and electronic correspondence. This position is responsible for implementing, coordinating and monitoring departmental projects, managing and tracking budgets and constituent data, and supervising student staff. The assistant also provides limited administrative support to the Office of University Relations Research. The donor relations assistant reports directly to the Director of Donor Relations. Essential Job Functions and Responsibilities:
The donor relations assistant will:
- Manage and perform daily office functions, including opening and distributing mail, answering telephone, e-mail or in-person inquiries, and processing information utilizing various computer applications.
- Draft, format, and assist with distribution of print and electronic correspondence, including gift/pledge acknowledgements, stewardship reports, student thank you letter requests, event invitations, and other stewardship-related correspondence.
- Assist program managers with event planning and coordination of donor events; work with internal campus partners and external vendors to secure space and equipment, arranging catering, preparing purchase orders, and coordinating other logistical needs for on- and off-campus events.
- Coordinate preparation and distribution of print and electronic event invitations; process invitation mailings and event registrations, proactively track attendance and event timeline(s), prepare event briefing materials, and support event set-up and staffing.
- Manage and track Office of Donor Relations and University Relations Research budgets; includes processing invoices, disbursement requests, and purchase card statements, preparing monthly budget reports, approving certain operating expenses, and preparing budget variance reports for the financial services office.
- Enter and track constituent and other data in Millennium database; attach relevant documents, including constituent correspondence, contact reports, proposals, and reports; enter and track actions and tasks, create and update stewardship fund records, and interpret and report gift-related information.
- Generate and distribute gift reports, and provide appropriate information to internal stakeholders.
- Run key fundraising software programs and perform data analysis; manipulate and format reports in Excel using macros and pivot tables.
- Schedule and coordinate logistics for meetings; make travel arrangements on behalf of staff and on occasion, external constituents who are participating in event programs and activities.
- Develop and maintain a record of department procedures and policies.
- Interview, hire, train, and supervise student staff member(s). Plan and manage students’ projects and tasks. Participate in and provide staffing assistance at other development and alumni and parent relations events, including Homecoming and Family Weekend, Summer Reunion Weekend, and other related events.
- Perform other duties as assigned.
- Regular and predictable attendance is an essential function of this position.
Supervises student staff
Responsible for day-to-day management of 105049/Donor Relations and 105054 University Relations Research budgets. Qualifications:
Ability to work and communicate effectively, orally and in writing, with a broad range of internal and external constituents including faculty, staff, students, alumni, parents and friends of the university;Excellent writing, proofreading, and organizational skills and abilities; demonstrated attentiveness to detail.The ability to work independently, take initiative, solve problems, handle confidential information, and navigate sensitive situations. Ability to thrive in a dynamic and fast-paced work environment and to manage various projects and competing priorities simultaneously.Background in fundraising, constituent relations, and event planning and implementation preferred.Proficient computer skills including experience with Microsoft Word, Excel, PowerPoint and Outlook, as well as experience constituent relations software such as Sage Millennium.Commitment to diversity, equity, and inclusion (DEI) and ability to respectfully work, communicate and provide leadership within a diverse campus community.A bachelor’s degree preferred; high school diploma required. Will require occasional evening/weekend hours.Ability to respectfully work, communicate and provide leadership within a diverse campus community. Compensation and Benefits
: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations. Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits Application Deadline:
Review of application materials will begin immediately.
Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Required Documents:
Applications submitted without the required attachments will not be considered. All offers of employment are contingent on successful completion of all required background checks. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.Diversity Statement:
We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity
The University of Puget Sound is an equal opportunity employer.