Advancement Associate - University Advancement

The Donor Relations Assistant reports directly to the Senior Associate Vice President, University Advancement Operations (SAVP) and the Director of Donor Relations (DDR) and is responsible for managing a variety of high-level and technically complex support and supervisory functions. The Donor Relations Assistant works independently and also as a member of the Donor Relations/Advancement team. The incumbent has the ability to interact effectively with executive level administrators, deans, donors, prospective donors, alumni, and development staff. The position requires a proven self-starter and involves significant interaction with members of the University Advancement team as well as senior University administrators, faculty and staff of the University.

As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.

New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact hrservices@duq.edu. Employees with approved exemptions will be required to be tested on a regular basis.

DUTIES AND RESPONSIBILITIES:

Responsible for maintaining the calendar and subsequent scheduling of group meetings and individual appointments for the SAVP. Assistance in preparing for group meetings and individual appointments including collating information, reports, materials, and pre-meeting information support. Preparations may also include arranging meeting refreshments, meals, AV support, and coordinating travel and restaurant arrangements.

Responsible for receiving Advancement pre-approval travel forms from gift officers and adhering to established processes and procedures to communicate approval or non-approval of advancement travel to gift officers in a timely manner.

Responsible for the critical review of all contact reports of the Advancement team gift officers for which there are associated university-paid credit card expenses and assessing compliance with Divisional and University policies.

Provides administrative support processes including – but not limited to – President’s Basketball Suite donor engagement coordination (invitations, ticketing and ticket transfer, email communications, etc.), curated major donor campus visits, donor engagement events, receiving and processing thank you notes for endowed scholarship reporting and administrative assistance in the preparation of a wide variety of correspondence and reports.

Assist and support the efforts of the DDR with the administrative components of planning and executing out-of-town Presidential events. Which includes, but is not limited to: tracking attendance lists and processing registration in I modules, registering attendees as needed, processing and printing name tags, coordinating supplies and materials required for events, assistance with the preparation of the final travel documents in support of events, post-event evaluations and preparation of data for database coding. This may include confidential information and must be handled discretely.

Supervises the Donor Relations student/ intern. Oversee office duties such as answering the phone, collecting the mail, email correspondence with donors, ordering office supplies when needed, etc. Ensures the office runs smoothly and professionally by working collaboratively and maintaining an upbeat, positive attitude. Proven ability to work in a team environment.

Ability to interact effectively with executive level administrators, deans, donors, prospective donors, alumni, and development staff. Aptitude for exercising independent judgement and proactive critical thinking.

Working knowledge of various software programs used within the department required, including Banner, Blackbaud, and iModules (training will be provided) with a focus on strong attention to detail and demonstrated organizational skills.

Assists DDR in the facilitation and administrative components of customized donor campus visits, student visits, on-campus donor receptions, dedications, homecoming events, and other events.
Creates, manages and processes recognition gifts for donors.

Utilizes a computer, applicable software, (Banner, Blackbaud, Word, Excel, PowerPoint, Internet Explorer and Firefox), along with standard office equipment, (including copiers, facsimiles, phones, scanners, printers, shredders, etc.), while performing essential work functions.

Supports the University’s Mission and clearly articulates the Mission to donors and prospects.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Associate’s or bachelor’s degree in a related field from an accredited institution.

3 year minimum of administrative support experience.

Preferred qualifications:

Administrative support in donor relations, major giving, advancement services, athletic development or alumni engagement.

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Excellent computer skills including Microsoft Word, Excel, PowerPoint, and electronic communications tools. Skills in Banner and Blackbaud software (or other fundraising CRMs) are a plus.

Able to work well in a small team environment, handle multiple concurrent projects and meet deadlines.

Experience working in deadline-driven environments; ability to monitor and meet goals.

Outstanding verbal communication, listening, and organizational skills.

Ability and willingness to support and articulate the mission, identity, and strategic goals of Duquesne University.

Willingness to work independently within the boundaries of established University and development practices.

Entrepreneurial approach to problem-solving and demonstrated success in exceeding goals and expectations.

Integrity, high ethical standards, flexibility and a sense of humor.

Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission. Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.