Career Center

Job Description Summary

This position provides comprehensive and professional administrative support for the Assistant Vice President for Advancement and Gift Planning & Corporate Secretary, Michigan Tech Fund (AVP). You will make an immediate difference by contributing to our fundraising mission to support Michigan Tech’s endeavors to create solutions for society’s challenges. You will join a fast-paced, interesting and exciting environment and become part of a culture that respects and empowers employees, encourages open communication, and provides opportunities to learn. You will represent the University and the department with excellent customer service by anticipating and responding to the needs of the AVP, colleagues, donors and alumni in a friendly, courteous, and prompt manner. The ideal candidate for this position will be able to act independently, be proactive, have excellent organizational and communication skills, exercise strong judgment, and have the ability to handle confidential information with discretion.

Essential Duties & Responsibilities (other duties may be assigned)

1. Work closely with the AVP to provide comprehensive professional support and well coordinated planning, preparation, and scheduling for day-to-day, monthly, quarterly and annual administrative operations.
2. Assist the AVP in the coordination of Michigan Tech Fund Board of Directors and related Governance and Nomination committee work, including managing details and contributing to board assignments.
3. Anticipate the needs of the AVP to ensure they are well prepared for meetings and other events.
4. Assist in managing multiple priorities and independently monitor progress, tasks and project lists.
5. Independently organize, prioritize, and manage multiple duties and determine actions needed to ensure timely and efficient completion of tasks.
6. Schedule and lead preparation for meetings,
7. Create and revise documents, prepare donor correspondence.
8. Identify problems, independently analyze information, and take initiative to develop solutions.
9. Review, maintain, develop and recommend office procedures and systems.
10. Answer department phone calls and greet visitors with exceptional customer service skills, discretion, and sound judgment in light of the confidential nature of Advancement work.
11. Assist with the cultivation and stewardship needs of donors, including telephone calls, emails and written correspondence.
12. Work closely with and provide administrative support to the Advancement and Gift Planning team as requested.
13. Coordinate travel arrangements and reimbursement through Concur, assist in travel preparation and follow up for supervisor and team as requested.
14. Assist with donor research, contact reports and information requests as needed.
15. Coordinate and process department paperwork, including check requests, inter account bills, POs, procurement card reallocations, and reimbursements.
16. Supervise student workers as needed.
17. Work collaboratively with Advancement and other University staff.
18. Use Lean principles to improve efficiency and automation of procedures and reporting.
19. Other duties to support the Office of Advancement and Alumni Engagement as requested.

Required Education, Certifications, Licensures (minimum requirements)

• High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience (minimum requirements)

Five years of progressive clerical and administrative support experience.

Five years of experience using personal computers, Microsoft Office and Google Suite.

Five years experience providing customer service.

Desirable Education and/or Experience

Experience working in higher education.
Experience working in fundraising.
Experience working in the legal field or public sector.
Experience using Concur and Banner software.
Experience and/or interest in lifelong learning.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

1. Demonstrated ability to organize and prioritize work assignments in a complex work environment.
2. Demonstrated ability to explain and convey complex information.
3. Demonstrated ability to effectively solve problems with little to no supervision.
4. Demonstrated ability to provide outstanding clerical and administrative assistance.
5. Demonstrated ability to use advanced features of Microsoft Office and Google Workspace.
6. Superior communication, customer service and written/oral communication skills.
7. Demonstrated knowledge of proper grammar, spelling and punctuation.
8. Demonstrated ability to compose thoughtful, well-formatted business communications.
9. Demonstrated excellent attendance record.
10. Demonstrated ability to work accurately with attention to detail.
11. Demonstrated ability to interact well with other University departments.
12. Demonstrated ability to learn new computer programs.
13. Demonstrated ability to use judgment when dealing with highly confidential information.
14. Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff. 

Desirable Knowledge, Skills, and/or Abilities

Proficiency with Adobe Acrobat Pro, Banner, WebFocus and Concur.

Work Environment and/or Physical Demands

• The work environment is that of a typical office setting. The noise level in the work environment is usually low to moderate.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:

• Employee Safety Overview

• Anti-Harassment, Discrimination, Retaliation Training

• Annual Data Security Training 

• Annual Title IX Training

Background Check:

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($18.00/hr).

Title of Position Supervisor

Assistant Vice President for Advancement and Gift Planning and Corporate Secretary, Michigan Tech Fund

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

• UAW Posting 8/01/2023 - 8/07/2022
  External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.

Additional Information