Office Coordinator II

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Michigan State University seeks an organized, strategic-thinking, and experienced professional to support the Office of the Vice President for University Advancement. The ideal candidate will be flexible and enthusiastic, possess a consistent level of excellent communication and customer service skills, enjoy a fast-paced environment, and be adept at preparing reports. The work of this individual must be done with a high degree of accuracy while under pressure. Prospective candidates will have excellent written and communication skills, with the ability to produce business correspondence, solicitation materials, appropriate letters of acknowledgment, and reports. They will have a demonstrated ability to establish and manage multiple high-level relationships with complex, multifaceted organizations successfully and simultaneously. Individuals sought for this role will also have in-depth knowledge of the scope of development work within higher education.

Job Duties:

Donor Relations, Events & Communications (40%)

• Manage donor relations and interact with major gift-level donors and prospects with a high degree of professionalism, integrity, and personal warmth; convey time-critical messages, often through text or email; strong writing skills in interactions.
• Manage the briefing reports process in collaboration with development officers and administrative staff. Develop and manage a centralized electronic filing system and distribute briefing reports to appropriate individuals.
• Assist or act on behalf of the Donor Concierge and Experience Manager to execute high-level experiences. Make independent and timely decisions at events.
• Assist in communications, including designing, arranging, and displaying visuals for print, email, video, and presentations.
• Independently draft, proof, and edit correspondence to donors, fundraising staff, deans, university personnel, and potential candidates.

• Assists or acts on behalf of the Senior Director for Strategy & Executive Communications with posting updates on the central communication system to help update staff members on happenings, initiatives, and timelines within the organization.
• Organizes and prepares correspondence for recognition purposes for both staff and donors, such as gift acknowledgments, milestones, holiday cards, and invitations.
• Assists with developing and preparing proposals, stewardship reports, and other support materials for fundraising.
• Assist with research to help build engagement and cultivation strategies, including identifying prospect audiences, researching biographical and business information on prospects, and gathering giving history information.

Report Generation and Data Management (30%)

• Utilize reporting tools and/or coordinate with Prospect Development and Advancement Services to develop donor and prospect lists.
• Record invitations, RSVPs, and follow-up contact reports into a centralized database.
• Synthesize reports and analytical data to assist in monitoring the productivity of frontline fundraisers and overall unit programs relative to performance metrics.
• Serve as an expert resource in alumni, donor and prospect records in the Ascend database system, prepares mailing lists, maintains a working knowledge of designations/allocations and develops fundraising reports as needed.
• Serve as a resource for endowments, stewardship, retrieval, and use of alumni data and other Advancement-related questions.

Administrative Support (30%)

• Coordinate, schedule, and confirm internal and external meetings and appointments for the Senior Director of Strategy & Executive Communications and Donor Concierge and Experience Manager. Given the nature of the meetings and the high level of individuals involved, the scheduling of meetings is complex; most include multiple attendees who also maintain complex schedules.
• Provides administrative support to Senior Director of Strategy & Executive Communications and Donor Concierge and Experience Manager, including travel arrangements, requisitions, and reimbursements; authorizes, monitors, and approves purchasing card and travel card expenses; ensures appropriate documentation is collected and submitted in a timely manner, and entry of contact reports and/or proposals.

• Coordinate meeting logistics and assist with presentations, reports, and communications. This includes preparing database reports using report generators, excel reports, PowerPoint presentations, and presentation packets. ‘
• Provide administrative support for the VP Office, including document preparation, mail, dissemination of letters, formatting letters and other documents, itineraries and other documents, and ordering supplies.

Impact on Programs/Services/Operations

Independent judgment is crucial when assisting with donor-related concerns, as any conversations or errors may result in having a negative impact on the Vice President and Associate Vice President's office, as well as the President's office.

Supervision: Provided by Senior Director, Strategy & Executive Communications

Interacts with: Vice President for University Advancement and UA Senior Advancement Leadership Team (SALT), Advancement Services, alumni relations and engagement, and development officers.

Required Education/Experience/Skills:

• Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or a related field;
• One to three years of related and progressively more responsible or expansive work experience in a professional office setting, performing secretarial and administrative tasks, including experience with scheduling meetings, data entry, payroll processing, office machines, email and internet usage or in performing tasks related to the area of employment; experience in word processing, spreadsheet, mail merge, database, calendaring, publishing, and/or presentation software;
• Or an equivalent combination of education and experience.

Desired Education/Experience/Skills:

The optimal candidate will exhibit many of the following skills and abilities:

• A Bachelor's degree;
• Experience mail merge, database, calendaring, publishing; and software
• Advanced knowledge of Microsoft Word, Excel, and PowerPoint; experience working in large databases and developing reports; or an equivalent combination of education and experience.
• Proficiency in MS Office 365 products, Ascend/salesforce, Adobe Creative Suite, Cognos reporting tool, and Enterprise Business System (EBS) at MSU;
• Experience in performing administrative tasks, including scheduling meetings, data entry, payroll processing, using office machines, email and internet usage or in performing tasks related to the area of employment;
• Previous experience with project management tools and task tracking,
• Ability to proofread contracts and documents to include understanding basic mathematics; strong organizational skills;
• Experience in a professional fundraising environment or desire to understand the principles of fundraising and the role of development in a university environment.
• Excellent skills in grammar, writing, and editing; graphic design capabilities
• Ability to solve problems and use initiative; demonstrated experience in analyzing, editing, and proofreading complex financial contracts and documents;
• Experience in planning and executing high-level events and functions
• Demonstrated experience in successfully working independently as a team and effectively prioritizing workload;
• Ability to work under pressure and meet deadlines;
• Outstanding customer service skills; ability to maintain the highest level of confidentiality and sensitivity to personnel issues;
• Focused and task-oriented; dependable and enjoys collaborating with others and being part of a team environment;
• Must have a valid driver's license.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or a related field; One to three years of related and progressively more responsible or expansive work experience in a professional office setting, performing secretarial and administrative tasks, including experience with scheduling meetings, data entry, payroll processing, office machines, email and internet usage or in performing tasks related to the area of employment; experience in word processing, spreadsheet, mail merge, database, calendaring, publishing, and/or presentation software;or an equivalent combination of education and experience.

Desired Qualifications

The optimal candidate will exhibit many of the following skills and abilities:

• A Bachelor's degree;
• Experience mail merge, database, calendaring, publishing; and software
• Advanced knowledge of Microsoft Word, Excel, and PowerPoint; experience working in large databases and developing reports; or an equivalent combination of education and experience.
• Proficiency in MS Office 365 products, Ascend/salesforce, Adobe Creative Suite, Cognos reporting tool, and Enterprise Business System (EBS) at MSU;
• Experience in performing administrative tasks, including scheduling meetings, data entry, payroll processing, using office machines, email and internet usage or in performing tasks related to the area of employment;
• Previous experience with project management tools and task tracking,
• Ability to proofread contracts and documents to include understanding basic mathematics; strong organizational skills;
• Experience in a professional fundraising environment or desire to understand the principles of fundraising and the role of development in a university environment.
• Excellent skills in grammar, writing, and editing; graphic design capabilities
• Ability to solve problems and use initiative; demonstrated experience in analyzing, editing, and proofreading complex financial contracts and documents;
• Experience in planning and executing high-level events and functions
• Demonstrated experience in successfully working independently as a team and effectively prioritizing workload;
• Ability to work under pressure and meet deadlines;
• Outstanding customer service skills; ability to maintain the highest level of confidentiality and sensitivity to personnel issues;
• Focused and task-oriented; dependable and enjoys collaborating with others and being part of a team environment;
• Must have a valid driver's license.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and cover letter

Special Instructions

How to Apply

If you have any questions regarding this position, please contact Patricia Karam, Director of Recruitment at [email protected]. All candidates must submit an application, resume, and cover letter through the Michigan State University Human Resources web-based system, the URL for this website is careers.msu.edu. Please indicate the position number 997079 when submitting your application.

Work Hours

Mainly 8-5, with exception to donor centered engagements and events

Website

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends October 22, 2024 at 11:55 P.M.