Rowan University—Division of University Advancement

Job Description

Position:

Foundation Administration/Donor Relations Assistant (Secretarial Assistant 1-NS)

Department:

University Advancement

Position Summary:    

Rowan University is seeking a Foundation Administration/Donor Relations Assistant to report directly to the Assistant Vice President of Advancement Administration/Deputy Executive Director of the Rowan University Foundation with a dotted line to the Donor Engagement, Events, and Special Projects Manager. This position functions as a key professional support person to the Division of University Advancement, Foundation Board of Directors, Advancement and Foundation Administration, and Advancement Events. Job functions are highly confidential, involving major University benefactors, Board members, and members of the business community.

The University Advancement Team

If you’re the selected candidate, you will become part of a culture within the Division of University Advancement that is characterized by consummate professionalism, an exemplary work ethic, and a high collective EQ. Above all, this culture – which you will contribute to and shape—is team-oriented. Seeking and recognizing opportunities to aid and empower our teammates are hallmarks of how we function. We are highly collaborative and rely on our colleagues to provide ideas and feedback—especially feedback that helps us carry out our mission more effectively and become better professionals. We value clear, honest, respectful communication and strive always to do what we say we will do. We create an ecosystem of learning within the Division and promote team members from within when feasible. We recruit professionals whose values, work ethic, and expertise align with and complement our own.

Diversity, Equity & Inclusion

Rowan University promotes a diverse community that begins with students, faculty, staff, and administrators who respect each other and value one another’s inherent dignity. By identifying and removing barriers and fostering individual potential, Rowan cultivates a community in which all members can learn and grow. The Rowan community is committed to a safe environment that encourages intellectual, academic, and social interaction and engagement across multiple intersections of identities. At Rowan, creating and maintaining a caring community that embraces diversity in its broadest sense is among the highest of institutional priorities. On the University Advancement team and throughout the University, we believe every team member enriches our diversity by exposing us to a broad range of ways to understand and engage with the world; identify challenges; and discover, design, and deliver solutions.

Responsibilities:

• Process and maintain budget records for the Division and the Foundation including the preparation of requisitions, POs, non-PO payments, and ordering of supplies/equipment.
• Maintain overall project/events budgets and budget forecasts throughout the pre-planning, meeting execution, and post-event reconciliation. Track invoices and receipts and reconcile program/event expenses against the approved program budgets.      
• Provide a consistent level of quality for assigned donor events by handling specific logistics, including but not limited to catering, audiovisual, décor, parking, invitations, and security to ensure that high standards and University-wide priorities are met.
• Coordinate logistics, including venue selection, vendor management, and equipment setup.
• Develop and finalize materials needed to successfully execute Advancement and Foundation events, including but not limited to meeting presentation folders, remark binders, recognition items, guest name badges, seating cards, menu items, and labels.
• Manage Outlook calendar for Advancement and Foundation events pipeline by tracking multiple RSVP lists throughout the fiscal year.
• Manage demanding and complex administrative activities in the Division of University Advancement. Collaborate regularly with and assist the AVP of Advancement Administration/ Deputy Executive Director of the Rowan University Foundation to effectively manage all daily activities of the Division and the Rowan University Foundation. Manage and maintain essential office files and confidential records for the Division and the Foundation.
• Effectively manage schedules of internal and external appointments for the Associate Vice President for University Advancement and the AVP of Advancement Administration/Deputy Executive Director of the Rowan University Foundation, as requested, for meetings with both internal and external constituents.
• Manage and coordinate travel plans for the AVP and other University executives for important meetings with donors, alumni, and VIPs. Prepare itineraries and process travel expenses and associated documents.
• Develop special reports, agendas, and meeting minutes for the Assistant Vice President of Advancement Administration/Deputy Executive Director of the Rowan University Foundation.
• Input and maintain confidential prospect and donor information in the Millennium (CRM) database.
• Attend regular meetings with the Division’s clerical/support staff and identify/implement administrative and workflow issues and make recommendations for solutions.
• Staff Foundation/Advancement distinguished events and other donor-related functions and activities occurring during night/weekends when necessary.
• Draft correspondence for the AVP, including special letters of acknowledgment as needed.

*Other duties as assigned.

About You:

If you are an outstanding candidate for this role, you are a professional eager to make your mark in higher education philanthropy. You’re a relationship builder; you possess the stature and interpersonal skills to meaningfully engage the University’s diverse leaders, alumni, students, volunteers, donors, and prospective donors in a manner that generates excitement, inspires action, deepens commitment, and increases support. You have the proven ability to navigate within a multifaceted organizational environment strategically and effectively. You are a transparent and collaborative team member who thrives in a workplace that values diversity, creativity, innovation, and a “let’s figure it out and get it done” spirit.

As a valued and dependent upon member of the University Advancement team, you will:

• Lead with your integrity; your word is impeccable.
• Be a caring, reliable, and highly supportive teammate.
• See every day as an opportunity to grow and learn and enjoy helping others do likewise.
• Derive satisfaction in supporting and empowering your teammates and inspire others to do their best.
• View honest feedback and constructive criticism from colleagues as gifts for which to be grateful.
• Thrive in an atmosphere of accountability.
• Communicate clearly and do what you say you will do.
• Exude positivity and be slow to ascribe negative motivation to your colleagues’ actions.

As a professional, you have:

• Excellent “soft skills” and the ability to communicate effectively in writing and verbally.
• Excellent customer service mindset, judgment, and creative problem-solving skills.
• Impeccable organizational skills with the ability to multi-task, prioritize, and succeed in a fast-paced work environment.
• Strong attention to detail, accuracy, and follow-up skills.
• Adaptability and ability to continually reprioritize and meet required deadlines.
• Proven professional experience as an administrative assistant or office manager.
• Strong knowledge of office management systems and procedures.
• Strong interpersonal skills and a positive, upbeat, and professional personality capable of effective interaction with staff, leadership, board members, business leaders, and donors.

Qualifications:

Required:

• Three (3) years of administrative experience in a higher education, government agency, or business environment, with responsibility for assisting in the coordination of office administration (preferably including compiling data, drafting statistical reports, coordinating office workflow, and monitoring budget expenditures).
• Excellent interpersonal skills, project coordination experience, and ability to work collaboratively in a team environment and with all levels of internal management and staff, as well as Board members, constituents, corporate leaders, and vendors.
• Ability to work independently on projects from conception to completion and ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Excellent verbal and written communication skills. Must pay great attention to detail in composing, typing, proofing materials, establishing priorities, and meeting deadlines.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Basic understanding of project management techniques and business systems analysis.
• Ability to prioritize and handle multiple tasks while managing multiple requests/ deadlines simultaneously.
• Aptitude for learning new software and systems.

Eligibility and Consideration:

• Open to current employees in the competitive division who have an aggregate of one year of continuous permanent service as of the closing date in any competitive title and meet the required experience listed above.
• For promotions, this would be a provisional opportunity pending exam.
• Only those internal candidates who possess both the title and experience requirements will receive interviews.

Salary:

• Range A15

Note:

• Rowan University is an Equal Opportunity Employer and values diverse people and abilities. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this position.
• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position. 
• Please note that this position is subject to the NJ First Act, requiring public employees to establish residency in the State of New Jersey. See N.J.S.A. 52:14-7 (L. 2011, Chapter 70) for further information.