Development Associate

at  Marshall B Ketchum University

The Development Associate will assist the Vice President for University Advancement (VPUA) and the University Advancement team in the fulfillment of a wide variety of complex and executive duties. This position provides administrative assistance to the VP for University Advancement (UA) and is responsible for the efficient operation of the overall UA office. This person is also responsible for managing the budget and private support reporting. The scope and complexity of these duties require an individual whose primary knowledge, skills, and abilities include the exercise of personal initiative, independent judgment, and high emotional intelligence. They must have knowledge in the areas of non-profit fundraising and operations, budgeting, higher education, as well as comprehensive project management experience.
The position works collaboratively with other divisional leadership teams including Student Affairs, Administration and Finance, the Colleges of Optometry, Health Sciences and Pharmacy and all clinics. The Development Associate demonstrates a positive attitude and a leadership style that is characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity and kindness. The Development Associate must also have the ability to communicate effectively with multiple and diverse constituents and build effective working relationships.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience in managing change within a large and diverse organization.
• Excellent written and verbal communication skills.
• Ability to exercise independent judgment with a knowledge of professional administrative procedures involving in-depth problem-solving techniques.
• Ability to act independently within functional and organizational guidelines and to interpret university policy.
• Exceptional Excel skills
• Experience using a donor database like Raisers Edge
• Valid drivers license within a good driving record that meets the requirements under the University policy on Driving Company Vehicles is required.

EDUCATION AND/OR EXPERIENCE

• High school degree required.
• Bachelors degree from an accredited institution of higher education preferred or minimum of three years of demonstrated project management knowledge, skills and abilities
• Work experience in higher education, healthcare or non-profit preferred.

BE AT THE FOREFRONT OF HEALTH CARE EDUCATION

Marshall B. Ketchum University offers career opportunities that will put you at the forefront of health care education. You will be provided with learning and advancement opportunities, as well as a culture that recognizes the importance of fun, employee appreciation and a work-life balance.
Our mission is to educate caring, inspired health care professionals who are prepared to deliver collaborative, patient-centric health care in an interprofessional environment. By joining our family, you can help us reimagine the future and inspire future health care leaders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Development Associate will oversee the operations of the office of the Vice President for University Advancement. Specific duties include, but are not limited to:

• Manages the daily administrative activities of the University Advancement office and supports the various team members.
• Oversees office operations including budget management/tracking, gift reporting and tracking, and other day-to-day operational needs.
• Regularly assists with budget planning, preparation, execution, and revisions and prepares and manages event/program budgets.
• Prepares and processes purchase orders, check requests, and other budgetary processes as necessary. Manages University issued credit card monthly processing and reconciliation for all UA team members.
• Manages the VPUAs calendar and UA master calendar and schedules meetings, and oversees meeting arrangements including AV, catering, etc. for the UA team.
• Collect and organize information needed for conferences, special reports and donor prospect meetings and other meetings as requested by the VPUA and UA team.
• Prepares meeting documents (drafts correspondence, spreadsheets, agendas, PowerPoint presentations, and fundraising reports) for the VPUA and UA team.
• Takes meeting minutes and generates documented meeting minutes as required and distributes as needed.
• Scans and copies documents and maintains the electronic and physical filing systems of gift agreements, pledge documents, gift deposits and legal documents as well as all contracts, agreements, and reports.
• Assists with the preparation of quarterly reports to the Advancement Committee and Board of Trustees.
• Updates and refines department forms, policies, procedures, and best practice documents at the direction of the VPUA.
• Facilitates all requests for UA related research, and drafts reports as required for the VPUA, President and Board of Trustees, working collaboratively with the UA team and database consultants.Maintains a comprehensive project status system - tracking the status of all items sent to the VP or from the VPUA
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• ensuring that all items are processed and finalized by agreed upon deadline dates.

• Represents the VPUA and UA Team to campus and off-campus constituents when directed by the VPUA.
• Assists the VPUA and UA team in managing relationships and communications between the Office of the VPUA, University entities, alumni and donors.
• Oversees current content on the giving and planned giving websites and works with marketing to ensure that updates are made in a timely manner.
• Manages proposal tracking and reporting for all private support grants from private and corporate foundations and corporate grants.
• Orders office supplies, lunches and refreshments as needed, reloads copy/print machines, and coordinates the appropriate shredding/destruction of confidential materials.
• Support a healthy office culture that encourages teamwork, professionalism, positivity, professional development, and high morale among the UA team.
• Prepare and process private support gift and pledge paperwork and process, in partnership with database consultants for gift entry. Serve as back-up for gift entry, daily depositing, processing, recording and receipting of all private contributions.
• Manage the pledge reminder function for all active pledges to ensure that donors receive reminders in a timely fashion.
• Oversee donor stewardship including acknowledgements, endowment reports, scholarship reports, etc.
• Work with accounting representative to reconcile gift reports on a quarterly or more frequent basis.
• Maintains accurate files of regular and confidential data.
• Work with the Associate Director of Development and Alumni Relations to track the scholarship verification process for annual awards and work with appropriate departments to secure information for donor stewardship purposes and prepare stewardship reports to donors.

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience in managing change within a large and diverse organization.
• Excellent written and verbal communication skills.
• Ability to exercise independent judgment with a knowledge of professional administrative procedures involving in-depth problem-solving techniques.
• Ability to act independently within functional and organizational guidelines and to interpret university policy.
• Exceptional Excel skills
• Experience using a donor database like Raisers Edge
• Valid drivers license within a good driving record that meets the requirements under the University policy on Driving Company Vehicles is required