Project and Administrative Coordinator, Planned Giving

How to Apply

A cover letter is required for consideration and must be attached as the first page of your resume.

To be considered you must be eligible to work in the United States without requiring university sponsorship for continued employment.

For now, this is a hybrid role requiring at least 2 days in the office per week.

The Office of University Development maximizes private support for the University of Michigan.

Job Summary

You will provide administrative support to our Executive Director of Planned Giving, two Directors of Planned Giving, and the Office of Planned Giving. Support includes calendaring, maintaining DART entries, running reports, customer service, P-Card reconciliation, travel itineraries, budget review, and processing external vendor invoices for payment. You will also assist with events and liaison meetings facilitated by the department as well as provide backup support for our Planned Gift Services team.

Reports to: Executive Director of Planned Giving

Why Work at Michigan?

Benefits at the University of Michigan

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous paid time off for vacations, holidays, sick time, season days, and paid parental leave
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Dental and vision insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

Responsibilities*

General Administrative Support (40%):

• Maintain calendars and schedule complex meetings with in-person and hybrid components, coordinate logistics and agendas. Prepare and organize background materials, records minutes, track agenda items; complete and distribute follow-up materials.
• Add and edit entries into the Donor Alumni Relationship Tool (DART) database to record the actions and efforts of the Executive Director of Planned Giving, two Directors of Planned Giving, and the Office of Planned Giving as a whole.
• Prepare P-Card and hosting reconciliations and expense reports for the Executive Director of Planned Giving, two Directors of Planned Giving, and oneself.
• In collaboration with our other Senior Development Assistant, perform general office responsibilities including: scanning, managing incoming calls, emails, website inquiries, and routing each to the appropriate development staff; greeting guests, providing technical assistance, mail processing, ordering office supplies; track and distribute of marketing responses and prospect leads.

Communication, Outreach, and Customer Service (20%)

• Act on behalf of the Executive Director of Planned Giving, two Directors of Planned Giving, and others as requested in handling inquiries.
• Respond promptly to inquiries from within the department, from the campus community, and from external constituency. Direct matters to appropriate individuals for action and follow-up.
• Help with the planning and execution of campus and off-campus visits and events, including preparation and posting of invitation lists, coordinating event details with event planning or unit staff, and follow-up to requests and post-event details including in-depth organization and distribution of registrant data to appropriate members of the development community for prospect follow-up.

Stewardship (15%)

• Coordinate and partner with our Stewardship & Donor Relations Team, namely, Stewardship Officer Presidential Acknowledgements, and Senior Development Assistant PGS to implement best practices for welcoming new John Monteith Legacy Society members on a monthly basis.
• Prepare letters, envelopes, attachments, and detailed report for the Executive Director; record in DART.

OPG Budgets (10%), Onboarding/Offboarding Mentor (10%) and Perform other duties as assigned (5%)

*For the full and detailed job description, please click here.

Required Qualifications*

• 3 to 5 years of administrative and/or project experience, or a related bachelor's degree with 2 years of relevant experience.
• Proficiency in spelling, grammar, punctuation, proofreading, and business mathematics.
• Expertise in Microsoft Office Suite, specifically Word and Excel (experience with advanced functions preferred).
• Proficient in Google applications, GMail, Google Drive, Docs, and Sheets.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

For additional information about this position and to review other current openings in Development, please visit our website at: https://giving.umich.edu/um/careers  

Application Deadline

Although the Posting End Date may indicate otherwise, this job may be filled and closed any time after a posting duration of seven calendar days.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.