Title: Development Assistant, Shidler College of Business
Status: Full-time, Non-Exempt
Reports To: Executive Director of Development, Shidler College of Business
Supervises: Student Assistant, Shidler College of Business
The Development Assistant, Shidler College of Business (“Development Assistant”) is responsible for providing administrative support to facilitate the fundraising work of the Shidler College of Business (“Shidler”) Development Team fundraising professionals. Key responsibilities include providing development, account management and administrative support.
Specific responsibilities and performance expectations include:
- Update and maintain all Development & Alumni Relations Office Files - prospect/donor folders, scholarship and faculty endowment folders, historical development/alumni travel, etc.
- Enter contact reports
- Makeup dates via Makana database
- Performre search on prospectsand donors
- Generate fundraising reports and gift summaries
- Assist in executing cultivation/stewardship events
- Assist in preparing fundraising projections and budgets, information for Shidler Advisory Board Meetings and other Board meetings as required
- Gift Administration support - new account requests, gift & pledge processing, thank you letters, other fiscal forms/memos
- Manage weekly gift administration process which includes gift & pledge processing & preparing timely thank you letters for the Dean's signature
- InDesign projects - For creating and editing fundraising proposals, event flyers & invitations and other pieces as needed.
- Development & Alumni Trip
- Manage all preand post-travel documents/arrangements
- Organize, pack and mail Shidler Marketing folders and donor gifts
- Prepare necessary travel briefings and/or additional meeting materials
- Unit-Based Campaign
- Coordinate schedules for various internal strategy & planning meetings and training sessions
- Gifts and pledge payments log
- Process all gifts and pledge payments
- Updatef undraising projections for strategy meetings
Alumni Engagement Support
- Maintain all bank logs related to the Shidler College of Business Alumni Association - send monthly bank logs to AA Treasurer for monthly Board of Directors meetings
- Deposit all payments at bank
- Process credit cards payments for alumni events
- Organize and facilitate special events when appropriate. Schedule and coordinate dates and times, venues, and vendors. Extract and analyze data to generate guest list; assist in design and preparation of invitation; coordinate RSVPs. Prepare event briefings. Provide support at events, as necessary. Provide administrative support and follow-up on matters arising from the events.
- Establish and maintain effective working relationships with a broad constituency within the Shidler College of Business, the UH Foundation, and the University of Hawaii System.
- Communicate in writing and/or verbally with high-profile internal and external contingents, including Shidler, University, and UH Foundation leadership, donors, and supporters.
- Research, draft, edit and proofread written communications for a broad array of topics. Gather and compile information and data from various sources into the appropriate format for use in a variety of interactions. The format may include speeches, presentations, briefing materials or talking points that would be used for discussions meetings, events, proposals, reports and other correspondence.
- Relaying and resolving routine telephone inquiries, establishing and maintaining records.
- As assigned by Executive Director of Development
- Shidler College of Business Executive-in-Residence program support
- Liaise between faculty and executives to coordinate all EIR visits and any necessary parking arrangements
- Maintain historical records for all EIR visits and participations
- Coordinate all required documents with Shidler Fiscal and FSIS for visiting International EIRs in addition to scheduling all visits and arranging necessary parking once arriving
- Organize and facilitate meetings, schedule and coordinate dates and times, venues, attendance, agenda, and facilities, takes minutes when necessary and provide administrative support and follow-up on matters arising from meetings.
- Manage incoming applications for job candidates and coordinate interviews.
- Regularly deal with diverse matters requiring a broad knowledge of the UH Foundation's organizational operations and policies necessary to ensure appropriate decision-making protocols are followed.
- Hire, train and manage student help
- Maintain office inventory and replenishes as needed
- Schedule, coordinate, develop agenda, and take notes for weekly ERO meetings.
- Primary point of contact for Development/Alumni Team for multiple Shidler departments including but not limited to Student Services, External Relations Office, Career Services, Fiscal Office, and Dean's Office
- Primary point of contact for Development/Alumni Team for multiple UH Foundation departments including but not limited to Data and Technology Services, Data Processing and Fiscal Services
- Other responsibilities as assigned.
At the end of each year, the Development Assistant and his/her supervisor will review progress toward the essential functions of the position.
Required Knowledge, Skills and Abilities
Minimum of 2 years of progressively responsible experience in an administrative assistant or secretarial capacity in a corporate, educational or non-profit organization, with proven success in the following:
- Exemplify and live the values of the UH Foundation (accountability, excellence, integrity, service, teamwork and trust);
- Unquestionable integrity
- Professional, self-starter and team player
- Highly organized, able to multi-task
- Ability to respond to high pressure situations
- Proficient in Microsoft Word, Excel, Outlook, Powerpoint, mail merge functions, and database and records management
- Strong written and verbal communications skills
- Sensitivity to confidential information
- Acquired a Bachelor’s degree, a plus
- Broad-based knowledge and skills related to advancement and fundraising in higher education, a plus
- Familiarity with the In-Design program, a plus
Based at the University of Hawaii at Mānoa campus, the position might involve some travel, mostly by auto. Employee must have a valid driver’s license and acceptable driving record. The employee will need to work some weekends and evenings and able to work to the demands of the position, which may exceed a 40 hour work week.
Applicants should submit a letter of interest that provides evidence of the qualifications, a resume, and the names, addresses and telephone numbers of at least three professional references to: email@example.com
University of Hawai‘i Foundation, Human Resources Department
P.O. Box 11270
Honolulu, HI 96828-0270
f: (808) 956-9786
Our application form is a fillable pdf, please download and save the application to your computer before filling it out.Application Form