Office Support Specialist - LER Development

Duties & Responsibilities

• Stewardship and Donor Relations: • Perform on-line research to find and/or enhance information on potential donors, alumni, and corporate and provides information to the Director. Update and maintain new information in TED. • Run weekly reports and assures donors receive appropriate acknowledgements by creating personalized thank you letters or email. • Record gifts for the annual report and maintain an annual record of all gifts received by the School from all donors/friends. • Manages birthday card and other mailings. • Coordinates LER Student Thank-a-thon. This is an annual fall phone event for students to call donors with scripted message. • Creation and mailing of thank you packages for benefactors of awards and scholarships. • Distributes any additional Advancement communication pieces throughout the year. • Provide support to the Director of Development and Alumni Relations and Communications and Events Specialist with planning and implementing alumni events and School activities involving LER alumni - both internal and external, including those coordinated by University of Illinois Alumni Association or Foundation. Duties include: ◦ Creating nametags. ◦ Arranging event decorations as needed. ◦ Alumni swag/materials. ◦ Manage RSVP lists as needed. ◦ Track attendance information in TED. ◦ Update scholarship spreadsheet. ◦ Works with Trophy Time to update scholarship plaques.
• Administrative Support: • Manages the calendar for Director of Development and Alumni Relations; scheduling appointments and meetings, answers phone, responds to routine inquiries from alumni, corporate representatives, and other University Offices. Also manages the electronic space reservation calendar for LER. • Serve as clerical and technical backup for all alumni activities and Board meetings. Assist with LER Alumni Board sanctioned and sponsored initiatives. • Assists with special events for the School when needed. • Provide back-up to other LER staff, answers School phones, print materials for faculty, staff, and students. Assists with: ◦ Copying. ◦ Scanning. ◦ Preparing announcements. ◦ Assisting with both internal and external student and LER activities and events. • Share, on a rotational basis, with other members of the support staff in the daily distribution of U.S. and campus mail. Backs-up Office Support Specialist when needed for printer and copier issues.
• Business Operations: • Books travel (including transportation of any means and lodging) for the Director of Development for cultivation visits. Maintains receipts for reimbursement and reconciles trip and related expenses in Chrome River. Works with administrative and clerical staff members in the Office of the Vice Chancellor of Institutional Advancement to facilitate corporate and individual visits to the UIUC campus. • Prepares travel in ChromeRiver for LER Faculty and staff as needed. • Makes purchases in iBuy and completes purchase order in Banner. Also makes purchases for the Director of Development and for LER faculty and staff using p/t card. Reconciles purchases in ChromeRiver. • Keeps updated on travel guidelines and notifies the Director of current/changing rules and regulations so all remain in compliance. • Handles confidential information relating to donor checks and cash processing, recording, and depositing of the funds into the appropriate Foundation or University account. Manages gift funds and donation reports. • Assist in preparation of reports on alumni activities - narrative and financial, individual, and corporate sponsorship for alumni activities and student fellowships.
• Other miscellaneous duties as assigned.