Assistant to the Director, Annual Funds

Website Denison University

Work Schedule:

This is a full-time hourly position, 35 hours per week; office hours 8:30 a.m. to 4:30 p.m., Monday – Friday. Occasional night and weekend work, including but not limited to Reunion Weekend and Big Red Weekend.

Basic Function:

Support fundraising programs and initiatives that are focused on growing the Annual Fund’s revenue and alumni participation, working collaboratively with the Annual Fund team. Assist in managing all aspects of the Annual Fund office including student workers, supply inventory oversight, office and staff expenses, Annual Fund budget, data and report compilation and other projects as needed.

Essential Job Functions:

Program and Office Support: 70%
Provide administrative support to the Director of the Annual Fund and members of the Annual Fund team, including: managing day-to-day office needs, maintaining calendars, manage office supply and promo item inventory through tracking of use and collaborating with Annual Fund staff and campus partners as needed to replenish inventory, and serving as a point of contact for phone calls from alumni, parents, and friends. Schedule meeting rooms, housing, meals, and transportation as necessary for volunteers and/or Annual Fund staff. Provide support for any events that may be planned by securing spaces on and off campus, ordering catering, submitting facilities requests, etc. Maintain the following calendars: Annual Fund, IA-All, IA-Out of Office and Director of the Annual Fund. Hire and supervise Annual Fund student employees. Assist with on-boarding and orientation of new staff members on the Annual Fund team. Provide support for broad-based solicitation efforts by assisting with the production and distribution of Direct Mail pieces while maintaining an inventory of letterhead, envelopes, BREs, and other supplies. Execute email appeals and other communications through email software.

Reporting/Budgetary/Statistical support: 20%
Maintain and compile statistical data and reports on the program using Blackbaud Raiser’s Edge NXT database. Prepare monthly reports and letters, and provide statistical information to staff and volunteers as requested. Assist the Director with preparing regular Annual Fund Chair Reports, letters to Donors and other stewardship activities as requested. Create presentation materials, and correspondence with volunteers, alumni, staff, vendors, and peer schools. Create and/or review external reports, charts, remarks, correspondence, and presentations and distribute, as necessary, for the Director. Run reports to maintain and prevent data inconsistencies. Submit Annual Fund purchase order request and invoices for payment through the e-procurement system. Reconcile Annual Fund staff and office monthly expenses. Monitor and provide reports on budgets. Manage the Annual Fund budget and submit budget transfer requests and journal entries to the Controller’s office as needed. Maintain files of contracts with outside vendors and ensure that scopes of work are current and updated as needed.

Customer Service Responsibilities: 10%
Provide frontline 800-line service, including answering calls and following up on alumni requests and concerns, as part of the administrative team. Respond to 800-line voice mail and e-mail on a rotating schedule. Assist team in answering other staff lines.
Perform other duties as assigned.

Minimum Qualifications:
High school diploma or equivalent. A minimum of four years of relevant administrative experience. Outstanding communication, and organizational skills, with strong attention to detail and a high level of accuracy.
Strong problem solving and decision-making skills.
Computer skills and working knowledge of Microsoft Office Suite tools.
Highly motivated and able to multitask, prioritize projects and meet task deadlines.
Must possess the ability to work effectively in a team environment with a mix of alumni and colleagues.
Interest in fundraising, and ability to work with financial data and systems.
Occasional night and weekend work, including but not limited to Reunion Weekend and Big Red Weekend.

Preferred Qualifications:
Experience or familiarity with Blackbaud Raiser’s Edge CRM or similar system, Google Apps, and purchasing systems. Previous experience working in a higher education environment or a development/advancement office.
Experience processing purchase orders, business transaction requests, or other financial transactions with speed and accuracy.
Experience working with vendors on promotional items. Proofing and editing experience.

Physical Demands:
Typical office environment.

Contact: Office of Human Resources
Contact Phone: 740-587-6299

Special Instructions to Applicants:
Please provide contact information for three (3) work-related references including name, address, phone number and email address.

In our ongoing efforts to support the health of our community and continue to operate our campus safely, Denison requires all new employees to be fully vaccinated against COVID-19 including a booster within the timeline guidance recommended by the Centers for Disease Control and Prevention unless an Denison-authorized medical or religious exemption is approved prior to the first day of employment. For more information and resources regarding this policy as a condition of employment, please visit https://denison.edu/campus/covid19

Denison University Background Check Statement:
The final candidate will undergo a background check as a conditional offer of employment.

Denison University EEO Statement:
To achieve our mission as a liberal arts college, we continually strive to attract and hire candidates with diverse backgrounds, experiences and identities. Denison fosters a campus community that recognizes the value of all persons regardless of age, disability, ethnicity, gender expression and identity, national origin, race, religion, sexual orientation, or socio-economic background. For additional information and resources about diversity at Denison, please see our Diversity Guide (https://denison.edu/forms/diversity-guide). Denison University is an Equal Opportunity Employer.

Applicant Documents:
1. Resume (required)

2. Cover Letter/Letter of Application (optional)

To apply for this job please visit employment.denison.edu.