THE KANSAS UNIVERSITY ENDOWMENT ASSOCIATION
KU School of Medicine, Wichita Campus
Position Opening: Development Administrator or Assistant*
Reports to: Development Director, KU School of Medicine – Wichita and Salina
Full-time, administrative support position to the Development Director for the KU School of Medicine, in Wichita, KS. Assists with fundraising activities and events in the KU Endowment Wichita office. Serves as the administrative support liaison to the advancement board, 4-Wichita. Handles sensitive and confidential information while adhering to KU Endowment’s guidelines for maintaining privacy.
The individual in this position is expected to embrace KU Endowment’s stated core values – passion for KU, partnership with donors, perpetual support for KU, and a people-centered approach – and demonstrate support for them through professional interactions and activities.
*Note: This position will be filled at the Administrator or Assistant level, commensurate with the successful candidate’s experience and qualifications.
Examples of Duties and Responsibilities:
- Provides administrative support to professional development staff and the volunteer leadership of 4-Wichita. Prioritizes projects and deadlines; juggles multiple tasks; and asks for assistance from other administrative support staff in Kansas City and Lawrence, when necessary.
- Coordinates calendars, arranges appointments, makes reservations, sets meetings, and handles travel arrangements. Processes travel expense reimbursements, documents and processes payments for business expenses, and transcribes/enters donor contact reports.
- Provides administrative support to the advancement board, 4-Wichita, and its five committees (executive, fund development, community affairs, governmental affairs and board development). Assists in the preparation of documents and forms for meetings. Arranges room/venue reservations, menu and refreshments, room set-up, signage and table tents, A/V needs, special equipment reservations, sends meeting reminders (via mail and email), gathers RSVPs, sends follow-up materials to attendees and non-attendees, assists in the preparation and data management of information included in the meeting handbook, and assists with other duties related to the successful function of 4-Wichita.
- Assists with 4-Wichita events designed to involve and engage community members and/or alumni as contributors and volunteers. Plans and coordinates on- and off-campus events, meetings, dinners, or receptions as appropriate.
- Develops and maintains official board records, minutes, and forms and maintains organized files for those documents.
- Drafts correspondence and gift acknowledgement letters. Prepares mass mailings. Prepares forms to help process donor gifts.
- Submits periodic donor information to the KU School of Medicine – Wichita department of public affairs for inclusion in campus publications. Contacts each donor for permission to release name in publications.
- Inventories office supplies, meeting supplies (including beverages and paper goods), and printing needs (business cards, letterhead, business reply envelopes, etc.) and efficiently replenishes supplies as needed and in advance of need. Periodically updates cost comparisons to ensure most responsible use of supply and printing budgets.
- Receives student thank you notes annually from the office of student and academic affairs, composes appropriate cover letter to each donor(s) who established respective scholarship. Maintains records of scholarship thank you note correspondence.
- Prepares or runs accounting and donor-related reports (giving history, fund transactions, donor information, and proposals). Searches databases, retrieves information, and prepares reports, sometimes involving researching, analyzing and compiling non-standardized data or information of a complex nature.
- Manages mail services with responsibility for sorting and routing daily mail. Assists departments on campus with related questions about check requests to KU Endowment, acting as a liaison between the Wichita campus and the KUMC campus and Lawrence accounting office. Maintains log of checks received from KU Endowment, contacts appropriate department on campus, arranges for the delivery/pick-up of check(s), and collects signature of person accepting check.
- Maintains a policies and procedures handbook for position.
- Prepares, organizes, and maintains appropriate files.
- Assists KU Endowment staff, donors, and KU departments with requests for information.
- Follows KU Endowment policies and procedures.
- Performs other work as directed or required.
Training and experience should be the equivalent of that normally received by graduation from high school with courses in word processing and office administration. Requires one to three years of administrative support experience with demonstrated exceptional competencies in development support processes, including word processing, computer systems (Word, Excel and Outlook), and databases. Background in fundraising, health care, business, marketing/communications or related field preferred. Experience working with senior level executives and volunteer boards. Bachelor’s degree preferred.
Must be able to work effectively under multiple, strict deadlines in a fast-paced office environment. Proficiency in organizing, planning and setting priorities with minimal supervision on a daily basis. Capacity to adapt quickly to major and minor changes in projects and outcomes. Attention to detail is required, as is the ability to exercise good judgment in making routine decisions with instructions.
Must possess excellent writing ability (knowledge of English, grammar, spelling, punctuation, and basic math), and strong oral and interpersonal communication skills. Capacity to work as part of a team to establish and maintain effective working relationships with board members, School of Medicine staff and students, KU Endowment personnel and volunteers.
Ability to lift at least 20 pounds. Must have personal transportation to complete occasional office errands related to the purchase of office supplies, printing needs, and special off-campus events.
At KU Endowment, we recognize that we best achieve our mission of building a greater University of Kansas by embracing diversity, equity and inclusion. We are committed to cultivating a people-centered environment that is welcoming to the spectrum of differences among us in an atmosphere of respect and fairness. Accordingly, our staff, Board of Trustees, volunteers and donors will work together to create a more representative, equitable and inclusive KU Endowment.
Salary and Benefits
KU Endowment offers a competitive salary with an excellent benefit package including: 401(k) and Roth 401(k) matching program; pension plan; health, dental, and vision insurance; Section 125 flexible benefits; paid holidays, personal and sick leave; paid Parental Leave; Life, AD&D, short- and long-term disability insurance; KU tuition reimbursement; and free parking.
Please attach your resume and cover letter when applying for the position.
Questions regarding this vacancy may be addressed to:
Sr. Human Resources Associate
PO Box 928
Lawrence, KS 66044-0928
Review of applications begins immediately and continues until the position is filled. Because of the sensitive nature of KU Endowment business and the importance of our reputation with donors, KU Endowment conducts a comprehensive review of applicants. By submitting your application, you authorize us to conduct reference checks and a review of available public information. Employment is contingent upon background and reference checks that KU Endowment finds acceptable.