Receptionist and Development Assistant - Full-time / Part-time

How to Apply A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary Reports to: Executive Assistant to the Associate Vice President for Development; and Director of Reunions & Reunion Giving

Position summary:

The Receptionist and Development Assistant is responsible for managing the Office of University Development's reception area, systems and processes in a professional manner, and will also provide administrative support for the Director of Reunions & Reunion Giving. Receptionist duties include being the point person for answering the main phone line, greeting and receiving visitors, processing mail and deliveries, coordination of vehicle and parking pass procedures , and maintaining office and kitchen supplies. As a member of the University Development team, the receptionist also provides back-up administrative support as needed. Development Assistant duties include calendaring, database maintenance and querying for various reports, customer service (internal and external), arranging for donor visits, follow-up reports including P-card reconciliation, and travel arrangements. The Development Assistant will also assist the gift officer with volunteer and donor committee activities, as well as a variety of project s, events, and programs within the development community.This position works in an environment dedicated to advancing the mission of OUD and of the university, and in building positive and meaningful relationships with co-workers and customers.

This position is responsible for covering reception for OUD during the "season days" (M-F 12/26-12/31).

Responsibilities* Characteristic Duties and Responsibilities:

Reception Duties and Responsibilities 50%

Provide excellent customer service as the first point of contact for the Office of University Development and Development community callers and visitors.This includes but is not limited to:

Respond to inquiries from within the department, from the campus community, as well as our external constituency Direct matters to appropriate individuals for action and follow-up as needed Answer and route calls received on Development's main line Greet and direct Development visitors to appropriate meeting areas Receive and distribute all incoming faxes, mail, newspapers, and deliveries Contact appropriate staff when faxes/deliveries arrive. Process outgoing packages Collect and distribute OUD mail twice a day. On a weekly basis, mail accumulated materials to the satellite offices Maintain University Development business vehicles and hang tags.

Maintain the calendar for requests of business vehicles and hang tags Report any mechanical problem with vehicle/hang tags to appropriate department and follow-up to ensure resolution Report any misuse of university vehicles Maintain online database file of Motor Vehicle Records (MVR) for OUD drivers who have been confirmed meet the University requirements to operate a University business vehicle Ensure employees who reserve an OUD business vehicle have an approved MVR on file DevNet (Development's Intranet) Receive Development Staff Changes and update appropriate documents, e-mail groups and databases assigned to reception.

Update Org Charts in collaboration with Talent Management, as departments changes occur in our shared drive and on DevNet Interact with plant operations and vendors (bottled water, copy machines, printers, fax machines, coffee maker, courier service, etc.) as necessary Periodically review vendor price lists to obtain best prices for supplies Primary point person for the 8th and 9th floor supply rooms Order general office and kitchen supplies weekly for the Office of University Development

Maintain kitchen cleaning schedules for the 81h and 9th floors Assist the VP support staff with letters, DART entries, and copies Assist UDE as backup for the Football Tickets process during the season Faculty/Staff Directory Updates (every June for OUD) Perform Reception opening and closing procedures.

Manage reception desk backup schedule for vacation and sick coverage Create and maintain reception desk procedures manual Responsible for reception desk training for new employees Perform other duties as assigned

Reunion & Reunion Giving Support Duties and Responsibilities -- 50%

Maintain and coordinate calendar, schedule varied and complex meetings

Coordinate travel as directed, including meeting confirmations Coordinate donor-hosting needs of gift officers Prepare all necessary paperwork and confirmation for traveler including maps/directions Research airlines, hotels, automobile rentals, etc. for best possible rates and secure reservations. Meeting preparation and follow-up assistance with high-level prospects, donors, reunion volunteers, and within the campus community Maintain up-to-date prospect tracking reports, including review and follow-up

Make changes and add information to the Development Alumni Relationship Tool (DART) database as needed Create routine and customized reports using Business Objects; secure assistance from DART development staff as needed Prepare P-Card and hosting documentation for reconciliation Produce presentations using PowerPoint as directed General office duties to include correspondence

Filing, copying, faxing, answering telephone, and directing callers to appropriate development staff Greeting guests, set-up and breakdown for meetings, and providing technical assistance as requested Reserve vehicle needs and/or parking hang tags for development and donor meetings on and off campus Take notes and minutes at meetings when directed; follow-up minutes to be completed and distributed in a timely manner Maintain files, serve on development project teams as assigned, participate in support staff meetings, and draft correspondence on behalf of gift officer Act on behalf of gift officers as requested in handling inquiries of highly sensitive and confidential nature

Respond to inquiries from within the department, from the campus community, and from our external constituency Direct matters to appropriate individuals for action and follow-up as needed Assist with planning and execution of campus and off campus visits, events, and committee meetings, including preparation of invitation lists, coordinating details with event planning staff, and making guest arrangements for events, University seminars, football activities, etc. As directed, coordinate details and written preparation of briefing materials for events involving major gift prospects, donors, the Office of the President, and other University representatives Perform other duties and activities as assigned

Required Qualifications* Required Qualifications:

Bachelor 's degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired Excellent customer service, telephone, and communication skills Ability to communicate effectively and professionally, and to work with all levels of constituents, while operating in a fast-paced proactive customer service environment. Knowledge of and willingness to master Microsoft Office (including Outlook, MS Word , Excel , Access, and PowerPoint), and various databases. Ability to work both independently and as a team member Strong organizational skills with excellent attention to detail Ability to set priorities, handle multiple assignments and deadlines , and display excellent judgment while operating in a flexible and professional manner ; strong ability to multitask while remaining focused is essential. Ability to maintain confidentiality while working with highly sensitive information and use excellent judgment on a variety of sensitive subjects.

Desired Qualifications* Preferred Qualifications:

Familiarity with university policies and procedures.

Additional Information For additional information about this position and to review other current openings in Development, please visit our website at: www.giving.umich.edu/careers

Mission Statement The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations

Application Deadline Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.

U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer.