Posted: Mar 13, 2025

External Engagement Assistant - University Development

Grand Valley State University - Allendale, MI

Full-time

Application Deadline: N/A

Grand Rapids, MI (Pew Campus)

Full Time

R102499

Job Summary:

External Engagement Assistant supports the External Engagement Team as it provides exceptional donor relations and creates engaging and impactful events. This position is responsible for communications support, database management, donor stewardship, team logistics including scheduling, purchasing, expense reporting, and event preparation and support.

Skill levels should demonstrate strong attention to detail, excellent proof-reading and editing skills, prioritization of complex and varied tasks, ability to make independent and informed decisions, and capability to oversee complex projects that significantly impact donor engagement. This position operates in a fast-paced, detail-oriented environment. This role requires exceptional interpersonal communications and the ability to build relationships across a diverse team, a tolerance for ambiguity, the ability to learn quickly and effectively, and an openness and flexibility to new processes and procedures. This position reports to the Director of Donor Relations.

Job Type:

Professional Support Staff

Job Classification & Benefits:

C4 Level. Minimum starting wage of $22.04 per hour

http://www.gvsu.edu/hro/benefits/professional-support-staff-benefits-457.htm including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

Essential Functions:

• Responsible for specific projects and activities whether self-initiated or initiated by the External Engagement team which may involve planning and coordinating complex and long-term projects which include personal work, oversight of student employees, and leadership among peers.

• Editing and managing complex correspondence and donor relations communications to ensure accuracy and alignment with divisional goals and messaging.

• Acts with a high degree of independence while facilitating donor relations and events projects including stewardship and engagement communications and event coordination.

• Maintains budget, compiles expense reports, tracks budget year-over-year and recommend budget needs.

• Creates and updates content in the Emma email distribution system and oversees physical mailings.

• Helps create a donor-centered environment, meet customer needs, and collaborates on donor communications.

• Generate event materials including name tags, menu cards, and table numbers

• Maintain inventory of event supplies

• Order giveaways and gifts

• Provide onsite support at events as needed

• Proofreads all external engagement materials including donor recognition lists, donor signage, scholarship thank you notes, event invitations, and other communications materials with extreme attention to detail, spelling, and grammar.

• Serves as a primary point of contact for financial aid and is responsible for review and timely editing and approval of scholarship thank you notes within awarding system.

• Utilizes CRM to create new tools for tracking and analysis of external engagement activities.

• Assists with maintaining and updating information in University Development's CRM software, following departmental procedures, and entering actions as requested by Director of Donor Relations.

• Provides accurate standard weekly, monthly, and annual reports in addition to ad hoc reports requested by team members; identify and research potential errors for correction.

• Participates in departmental workgroups providing insight from a donor relations and events perspective as new processes and policies are designed.

• Documents and maintains department processes, including, but not limited to, daily tasks, data collection, reporting, and policies and procedures.

• Receives information and requests from diverse publics, both internal and external to the University, and determines the appropriate way to handle.

• Processes and maintains all information in a confidential and professional manner.

• Creates, maintains, and updates files and record keeping systems.

• Hires, mentors, trains, and helps oversee student employees.

• Provides clerical support for the external engagement team. This includes scheduling and meeting preparation, travel arrangements, purchasing, mail processing, file maintenance, other clerical tasks for the department as assigned.

• Shares in clerical/administrative support for the development department as required.

• Other duties as assigned.

Required Qualifications:

• High school graduate or equivalent.

• Minimum of four years of relevant work experience.

• Demonstrated administrative and organizational skills.

• Experience with various computer software applications such as Microsoft Office and/or equivalent.

• Data entry experience.

• Typing and spelling competency with grammar and proofreading skills.

• Possess strong verbal and written communication skills.

• Demonstrated experience to successfully provide quality customer service.

• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.

• Demonstrated experience to successfully coordinate large projects.

• Demonstrated experience to successfully handle multiple demands efficiently.

• Demonstrated experience to successfully organize and prioritize workload.

• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.

• Demonstrated experience to successfully work under pressure and meet deadlines.

• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Employment experience in a higher education setting.

• Experience supporting a team of individuals.

• Experience in a fundraising environment.

• Demonstrated experience to successfully use Excel, CRM/Database software, and email distribution systems.

• Demonstrated ability for positive interaction with tact and diplomacy regarding donor and department concerns.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Working Conditions:

Typical office environment, Monday - Friday 8:00 a.m. - 5:00 p.m.

How to Apply:

A cover letter and resume are required for this position. The system will allow you to attach these documents electronically. Applications missing required documents will not be considered. If you have questions about the position or the posting, please contact University Development at 616-331-6000 or mailto:[email protected]. If you need technical assistance, please contact Human Resources at mailto:[email protected] or 616-331-2215.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.

Application Deadline:

Application closes March 25th at 11:59 p.m. This posting may be closed at any time at the discretion of the University.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed 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. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/affirmative/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).

Grand Valley State University is an Affirmative Action/Equal Opportunity Employer, which includes providing equal opportunity for racial and ethnic minorities, women, protected veterans and individuals with disabilities. University policy extends protections to additional identities.

To apply, visit https://apptrkr.com/6072323

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