What are the responsibilities and job description for the Assistant for Development and Alumni Relations position at Carleton College?
Job Title: Assistant for Development and Alumni Relations
Department: Development Operations
Classification: Exempt
Grade: 11
FTE/Working Schedule: 1.0 FTE
Department: Development Operations
Classification: Exempt
Grade: 11
FTE/Working Schedule: 1.0 FTE
Position Overview:
The Assistant for Development and Alumni Relations supports the Division of the Vice President for Development and 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.
Essential Job Functions/Responsibilities:
Support the Vice President for Development and 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 and 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 Associate Vice President for Development, the Assistant Vice President for Development and Alumni Relations, the Senior Director for Development and Alumni Relations Operations, and the Senior Director of Principal Gifts:
- Partnership with the Assistant to the Associate Vice President for Development.
- 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.
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.
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 Associate Vice President for Development.
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 and 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.
A strong internal candidate has been identified.
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.
Staff Salary and Benefits: The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with a college contribution, a generous paid time off package, as well as access to many other campus amenities.
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.
