Job Title: Assistant to the Vice President for Development & Alumni Relations
Department: Development Operations
Classification: Exempt
Grade: 11
FTE/Working Schedule: 1.0 FTE
Position Overview:
The Assistant to the Vice President for Development & Alumni Relations supports the Division of the Vice President for Development & Alumni Relations and manage the workflow of the office. Manage all aspects of the position with integrity, trust, and the highest degree of confidentiality, which requires excellent independent judgment, discretion, and decisiveness.
Compensation:
The expected starting salary range for this position is between $66,700 and $68,900. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.
A strong internal candidate has been identified.
Essential Job Functions/Responsibilities:
Support the Vice President for Development & Alumni Relations: Prepare and assist the Vice President with their daily activities and projects in a variety of ways including preparing materials and reports, coordinating next steps and follow through, drafting correspondence, providing research, coordinating and processing incoming and outgoing mail. Manage the Vice President's calendar of appointments, meeting logistics, travel schedule, expenses, and correspondence. Responsible for Board of Trustees meeting preparation, supporting materials, and reporting (Trustee Affairs Committee, External Relations & Development Committee, and Campaign Committee). Anticipate, recognize, manage, prioritize, and follow-through on projects and tasks in an appropriate, proactive, and timely manner.
Support the Assistant Vice President for Development, the Assistant Vice President for Alumni Engagement and Annual Giving, the Associate Vice President for Principal Gifts, the Senior Director for Development & Alumni Relations Operations, and the Senior Director of Campaign Planning in partnership with the Assistant to the Office of Development & Alumni Relations. Facilitate updates to various stakeholders on divisional metrics, progress to goals, and budget status; track and maintain historical records and reports of divisional staffing, budget, and expenses; support day-to-day operations of the division, maintain calendars, and coordinate meeting logistics. Anticipate, recognize, manage, prioritize, and follow-through on projects and tasks in an appropriate, proactive, and timely manner.
Support Principal Gifts: Provides support to the Associate V.P. for Principal Gifts and the department in the planning and execution of all major and principal gift fundraising. Assist Principal Gifts and Development Research with preparing strategy and background material for the President, Vice President for Development and Alumni Relations, Associate V.P. for Principal Gifts, Assistant V.P. for Development, department directors within Development, Development Officers, and volunteers (trustees) as needed for cultivation/solicitation of major gift prospects and for donor recognition events. Additionally, this position serves as the meeting logistics point person for Presidential Developmental travel, managing process oversight, timeline coordination, and the communication of logistics to the President’s Office, while also proofing, compiling, and distributing final meeting documents.
Event planning and Project Management: Support the leadership in the division of Development and Alumni Relations with cultivation events in the U.S. and internationally. Serve as project manager, implementing and managing the invitation and RSVP process including communication about and tracking of participation; management of venue contracts, details, tasks and deadlines associated with such, including payments, catering, AV needs, etc.; working with other departments on campus as necessary.
General Divisional Support: Assist with recruitment, selection, and onboarding of staff; ensure smooth daily operations and office etiquette standards. Collaborate with managers on performance reviews and salary recommendations. Collaborate with department heads on budgets. Coordinate divisional projects and meetings as needed. Create and maintain policies and procedures. Provide leadership and guidance to support staff across the division.
Additional Job Responsibilities:
Appropriately cross train with other divisional staff to ensure operational effectiveness.
Assist with special projects as assigned.
Assist with campus events occasionally such as Family Weekend, Reunion, Campaign celebrations, trustee meetings, and Homecoming, which can be indoors or outdoors and potentially in inclement weather.
Other duties as assigned.
Supervision Received and Exercised:
Supervised by the Senior Director for Development and Alumni Relations Operations
Ability to work with minimum supervision after the training period, under pressure while maintaining quality of output and high productivity and work constructively and cooperatively with external constituents, vendors, colleagues, and others.
Delegate and direct appropriate projects and tasks to the Assistant to the Office of Development & Alumni Relations.
Education/Experience/Skills:
Required:
Bachelor’s degree and 5+ years of demonstrated experience supporting executive level staff or equivalent experience in lieu of degree
Excellent written and oral communication skills
Exceptional project management and organizational skills
Demonstrated ability to problem solve and manage several competing priorities simultaneously
Proficiency in Microsoft Office and/or Google Suite, particularly Word/Docs, PowerPoint/Slides, Excel/Sheets, and Calendaring
Highly detail oriented
As an ambassador for the division of development & alumni relations, this person must be trustworthy, exercise discretion, have good judgment, and maintain confidentiality
Preferred:
Previous experience in higher education fundraising
Experience with customer relationship management (CRM) systems
Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.
Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.
Review of applications begins immediately and continues until the hire is complete. We accept only online applications.
Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.
Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.
Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.