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Senior Development Assistant

Requisition Number:

20231

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

20-Aug-2019

Job Summary

The College of Media, Communication and Information (CMCI) welcomes applications for a Senior Development Assistant. This role supports the CMCI Advancement team by coordinating events, communicating with donors and alumni, resolving complex problems and issues, and handling routine administrative tasks, all with minimal supervision. This person will master the donor/alumni database to run reports, ensure data accuracy and help identify new prospects. Duties and tasks reflect substantial variety and complexity. Responsibilities include a distinct development component not ordinarily contained in an administrative assistant position, such as writing correspondence, communicating with alumni and donors and coordinating events.

Who We Are

The College of Media, Communication and Information (CMCI) was founded in 2015 to address revolutionary change in the way people communicate, the tools they use and the impact that change has on society. The new college has six departments that offer undergraduate and graduate degrees: the Department of Advertising, Public Relations and Media Design; the Department of Communication; the Department of Critical Media Practices; the Department of Information Science; the Department of Journalism and the Department of Media Studies. In addition, there is a graduate program in Intermedia Art, Writing and Performance. The college’s interdisciplinary approach unites students and faculty from these seven academic specialties to solve emerging problems in the ever-changing world of communication and technology.
 
CMCI has attracted strong interest from prospective students and now enrolls over 1,800 undergraduate and graduate students, is home to five centers and labs and a growing faculty. Since the inception of the college in the fall of 2015, 40 new faculty across all departments have been hired, which has provided the opportunity to re-envision the curriculum and capitalize on relationships with new educational and industry partners.
 
As the flagship university in the state of Colorado, CU Boulder is a dynamic community of scholars and learners situated on one of the most spectacular college campuses in the country. As one of 34 U.S. public institutions belonging to the prestigious Association of American Universities (AAU) - and the only member in the Rocky Mountain region - we have a proud tradition of academic excellence, with five Nobel laureates and more than 50 members of prestigious academic academies. 

What Your Key Responsibilities Will Be

Event Management 
  • Manage 2-3 donor stewardship/cultivation events, including annual dean’s leadership society lunch and scholarship event, and 2-3 alumni events per year, including regional alumni receptions and annual CMCI Homecoming alumni reception. Manage event timeline; create invitations; generate mailing lists; track RSVPs and attendance; coordinate venue, catering, decorations, and program; adhere to budget; handle day-of event activities, including name tags, check-in, events materials (printed program/swag), set-up and clean-up; ensure compliance with campus and CU alcohol and event policies as necessary; and ensure appropriate event follow-up, including entering data into Advance, as needed. Collaborate with CMCI and Advancement colleagues across campus on events. 
  • Coordinate 2 on-campus CMCI advisory board meetings per year. Handle venues, parking, meals, supplies and equipment, set-up, and clean-up. May take minutes during meetings.
  • Work with University of Colorado Boulder (UCB) Donor Relations to coordinate ticketed events and campus events, including football tickets, suites and other activities. 
Donor/Alumni Communication 
  • Monitor and manage cmcialumni@colorado.edu and cmcigiving@colorado.edu email accounts, serve as contact for incoming alumni and donor communications, ensure professional, courteous and prompt customer service. Respond to requests for information.  
  • Work to update, supplement and ensure accuracy of CMCI alumni and donor information in Advance database whenever possible. 
  • Oversee donor acknowledgement process, review letters, ensure templates are updated as needed, and enter appropriate contact reports. Ensure donors are acknowledged in a timely manner. Handle annual acknowledgment of monthly donors and payroll deduction donors. 
  • Reach out to alumni and donors to get updated contact information and determine correct listing for recognition, and as needed for other purposes.  
  • Manage annual mailings, including holiday cards, birthday cards, dean’s leadership society stewardship, solicitation and welcome letters.
  • Help draft alumni class notes for publication in print and online.
  • Assist in identifying, cultivating, soliciting and stewarding donors and prospective donors through database and online research. 
General Administrative
  • Provide administrative support functions for the CMCI Advancement team: answer phone and provide general information about CMCI fundraising and alumni relations activities; retrieve, sort and distribute mail; establish and maintain files, make copies; prepare routine and non-routine correspondence; maintain office equipment, resolve hardware and software issues with System Advancement IT team, communicate with equipment/vendor representatives; order office supplies and maintain adequate inventory levels; act as CMCI Advancement receptionist when necessary;
  • Manage CMCI Advancement expenses; submit purchase orders; manage invoices, ensure accuracy and timely payment through correct account code; ensure compliance with CU Boulder financial and procurement policies; run expense reports; assist with budget preparation when asked.  
  • Support individual development officers by scheduling meetings, preparing expense reports, running reports, assisting with onboarding/offboarding activities, making travel arrangements and reservations, and other activities that allow development officers to focus primarily on cultivating, soliciting and stewarding donors. 
  • Serve as CMCI expert on donor database (Advance), achieving proficiency in running reports and retrieving information, such as large mailing lists; ensure accuracy of reports; submit data updates and corrections and work to improve CMCI’s alumni data; enter contacts reports as needed for events, correspondence or development officer activities; seek training and assistance from central resources as needed to work in Advance database.  
  • Working with the CU Foundation, assist in establishing new gift funds, route fund agreements and ensure required approval signatures are obtained in timely manner, complete new gift account forms, routing and following-up on forms and provide complete information to Accounting and Processing Departments; work with CMCI accounting staff to ensure gift fund/speedtype alignment and to resolve any issues; process donor checks and gifts in timely manner, complete routing and tracking forms, generate appropriate acknowledgments and ensure templates are updated periodically; research and resolve issues or discrepancies regarding donations, fund transfers, and new gift funds; Follow up to confirm changes have been made.
  • Acquire and maintain general knowledge of CMCI and CU Boulder Advancement; maintain ability to answer general questions and to represent CMCI and CU Boulder Advancement; Act as liaison with University Administrators, faculty, staff, alumni and donors regarding Advancement questions, research information, reports and operations. Maintain professional and courteous interactions and respond to inquiries in a timely manner.  
  • Attend Advancement and CMCI meetings as requested, including A-Team (development assistant meetings) and all-staff events. Serve on working groups and task forces as requested.

What We Can Offer

Salary Range Starts at $50,000.00, commensurate with experience.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be Impactful. Be Successful. Be Boulder.

What We Require

  • High school diploma, GED or equivalent.
  • At least 2 years of administrative experience in an office setting. 
  • Proficiency with Microsoft Word products, including Word, Excel, Outlook. 
  • Proficiency with internet use. 

What You Will Need

  • Excellent communication skills, both written and verbal; expert knowledge of Business English, spelling, punctuation and grammar. 
  • Excellent attention to detail and ability to work with accuracy. 
  • Expert knowledge of general office procedures, protocol, and professionalism. 
  • Expert ability to manage multiple tasks simultaneously, adapt to changing priorities, manage time and meet deadlines. 
  • Proven ability to learn computer programs quickly.  
  • Proven ability to work in a team environment and develop effective interpersonal relationships.

What We Would Like You To Have

  • Knowledge of BSR Advance or similar database and previous experience with database reports, queries and data entry.  
  • Proficiency with internet-based systems such as Doodle, Zoom, Skype, LinkedIn and Google Drive (Docs, Sheets). 
  • Prior fundraising, alumni relations and/or higher education experience. 

Special Instructions

To apply, please submit the following materials: 

1. A current resume. 
2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by August 20, 2019 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.