Administrative Assistant, Corporate and Foundation Relations

POSTED: August 7, 2019

BUSINESS: Purdue Research Foundation

LOCATION: Purdue University Campus

POSITION TYPE: Full-time/Non-Exempt/Op-Tech

START DATE: Immediate Availability

 Essential Functions

  • Provide high-level administrative support to the Chief Development Officer, the Senior Director, and the Directors in the Corporate and Foundation Relations (CFR) office in the College of Engineering.
  • Manage office resources to provide timely and accurate responses to the CFR staff, University Development Office, alumni, donors, friends of the University, and corporate and private foundation contacts.
  • Maintain knowledge of appropriate development procedures to ensure confidentiality and accuracy.
  • Compose and distribute communications with key internal and external stakeholders and the CFR team.
  • Manage events as appropriate.
  • Professionally and courteously, greet all guests, using good judgment to provide excellent customer service.
  • Direct inquiries and information to appropriate team members.
  • Assist with day-to-day operations, projects, reporting and workflow related to development, stewardship, donor relations, special events, and alumni relations.
  • Organize and maintain event calendars, coordinate meetings and appointments, manage interoffice calendars, and travel schedules.

Additional Responsibilities

Corporate and Foundation Relations (CFR)

  • Prepare proposals, both in-house and centrally; attend meetings with stakeholders as needed, and participate in calls with corporations and foundations when appropriate.
  • Research and prepare confidential biographical and financial information on prospective donors, alumni, corporations, and foundations.
  • Coordinate prospect management and development research requests.
  • Coordinate mailings for the Chief Development Officer of Corporate and Foundation Relations, the Senior Director of Corporate and Foundation Relations, the Directors of Corporate Relations, and the University Development office.
  • Research, obtain, compile and distribute confidential information as appropriate for the Dean of Engineering, Chief Development Officer of Corporate and Foundation Relations, Senior Director of Corporate and Foundation Relations, Directors of Corporate Relations, faculty, donors, and alumni.
  • Prepare briefing materials for the Dean when appropriate.
  • Prepare PowerPoint presentations and other materials for the directors.
  • Assist the directors in preparing and distributing CFR development financial reports and other critical information.
  • Handle logistics for interactions with influential prospects, alumni, individual, corporate, and foundation donors, and friends of the University.
  • Organize and coordinate communications with the University Development Office, central CFR office, Engineering department heads, development staff, alumni relations, faculty and potential corporate and foundation prospects.

Office Management

  • Manage budget for CFR office; and work closely with the directors and the business office to prepare payment requests, expense reports, reconcile credit cards and support business operations.
  • Manage day-to-day operations of the CFR office.
  • Assist the Manager of Stewardship with acknowledgement activities.
  • Organize meetings and schedule appointments using MS Outlook. Respond to high volume of requests to provide access, organization, and best efficiency for the team.
  • Maintain shared data/file organization and management, including confidential information.
  • Maintain knowledge of overall College of Engineering Dean’s Office operation.
  • Respond to a high volume of requests from the University, sponsoring agencies, corporate and private foundation entities, CEO’s, distinguished alumni, sponsored research agencies and others while accommodating internal requests from the Dean, vice-presidents, faculty, students, and staff.
  • Prioritize requests, including last minute rescheduling, with tact and diplomacy.
  • Report and record data pertaining to corporations, foundations, alumni, parents, donors, and events, such as contact information and interaction reports.
  • Prepare forms, coordinate all aspects of travel, including flights, hotels, rental cars, meal reservations, meetings, and prepare expense reimbursements and reconciliations for team members.
  • Manage directors’ calendars, both foreign and domestic.
  • Devise various options for proposed trips, coordinate and obtain alternate itineraries, comply with event specifications.
  • Coordinate additional details including security clearances and passes, and meetings with alumni, colleagues, donors, and prospects.
  • Prepare itineraries; communicate details to directors, event sponsors, and others as appropriate.
  • Serve as liaison for directors for special event and meeting planning.
  • Process forms, payments, and order office supplies as needed.
  • Oversee processing of individual and corporate/foundation wire transfers and donor checks, ensuring funds are credited to proper accounts and appropriate individuals and units within the College and Engineering.
  • Manage gift notification process to schools, departments, and programs.

Stewardship

  • Prepare annual stewardship reports for top corporations.
  • Create individual stewardship plans for top 25 corporate and foundation relation donors and prospects in cooperation with the directors.
  • Respond to contacts from alumni, corporate and foundations, volunteers, prospective donors, and University staff about campaign status and activities.
  • Create and disburse CFR gift acknowledgement letters and stewardship reports in a timely manner.
  • Coordinate input from schools/departments within the College.
  • In cooperation with central CFR, gather information and provide key input to the annual “Key Reports of Support and Involvement” for the top 30 companies University-wide.
  • Ensure gifts are properly stewarded.

Event Management

  • Plan coordination of alumni and corporate/foundation visits and special events.
  • Coordinate and maintain a calendar of events for the College of Engineering CFR team.
  • Assist with the coordination of other visits, including speakers and prospective faculty and/or staff.
  • Manage all event details for the College’s CFR team.
  • Communicate directly with visitor’s regarding itineraries and follow up visits.

Information Coordination

  • Organize and maintain information handling systems, both computerized and manual, for corporate and foundation donors and prospects.
  • Fully utilize the prospect management system to input and maintain data, including address changes, assignments, and reports.
  • Track major gift solicitation assignments and results, utilizing appropriate reporting format and updating contact reports.
  • Pull monthly online giving reports.
  • Work with UDO research, CFR and development reports staff to coordinate alumni giving and travel reports for development workflow and plans.

Other

  • Manage visitors, callers, and issues with tact, diplomacy, and the highest level of professionalism.
  • Maintain knowledge of current development procedures and computer technology to enhance development process and maintain efficiency.

Knowledge, Skills and Abilities

  • Excellent organizational, time-management, and interpersonal skills.
  • High proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (email and calendaring).
  • Ability to influence and build working relationships across the College of Engineering, University Development organization, PRF, and Purdue at all levels with a focus on excellent customer service.
  • Strong verbal and written communication skills, including professional telephone and office etiquette, planning, proofreading, drafting, and editing correspondence and reports.
  • Ability to efficiently multi-task, work under pressure, handle frequent interruptions and meet deadlines.
  • Capable to work independently, take initiative, identify problems, analyze information, and implement solutions.
  • Ability to compose professional and timely correspondences, financial reports, and excel spreadsheets.
  • Ability to work occasional evenings and weekends.
  • Must handle confidential information with discretion, and produce high quality work with attention to detail.
  • Regular and reliable attendance are requirements of this position.

Education/Experience

  • Bachelor’s degree preferred.
  • Minimum of four years of high-level office management required.
  • Experience in using the full range of word processing software.
  • Experience in office organization and program/project management.
  • Experience in development or similar areas, such as marketing or sales, preferred.
  • Experience with assisting customer relationships through written and verbal communication.
  • University experience preferred.

Application Instructions: 

If you are interested in applying, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org on or before Wednesday, August 28, 2019.

A criminal conviction check and negative controlled substance test are required for employment in this position. 

Purdue Research Foundation does not accept resumes from third-party recruiters.

Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

 

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