Assistant Director of Operations, Advisory Council Program

Assistant Director of Operations, Advisory Council Program

President's Circle, VP for University Relations

Notre Dame, IN, United States

Full-time

The Assistant Director of Operations for the Advisory Council Program plays a pivotal role in driving University fundraising and deepening the philanthropic engagement of our 620+ council members, a premier group representing the top 0.25% – 0.5% of our benefactors.

As the University's single largest donative body, Advisory Council members have contributed 40% of all funds in For Good and an average of 33% of all funds raised across recent major campaigns. In this role, you will deliver critical operational and executive communications support to the Senior Director of Volunteer Engagement and Advisory Councils, advancing initiatives that leverage the expertise, networks, and philanthropic support of our top benefactors.

Essential Responsibilities

Fall Advisory Council Meetings

Assist with the organization and execution of fall Advisory Council meetings across 17 council areas in collaboration with the Executive Officer teams, the Vice President for University Relations, the UR Management team, the Leadership Events team, Regional Development, and Academic Advancement, including:

• Coordinate member registration and communications with key campus partners.
• Organize new member orientation sessions for each Advisory Council weekend.
• Partner directly with departmental staff across all 17 Advisory Council areas to streamline operational logistics, facilitate member communications, and distribute key meeting assets such as agendas and briefing packets.
• Serve as an operational point of contact for Advisory Council members for meeting weekend logistics, general program communications, and ongoing operational inquiries.
• Oversee the fall meeting evaluation process.
• Forecast and review fall meeting expenditures.

Strategic Review & Member Life Cycle Management

Provide operational support for the annual Advisory Council strategic review process, including:

• Schedule strategic meetings involving select Vice Presidents, Deans, Institute Directors, Academic Advancement, Senior Development leadership, and Regional Development Directors.
• Prepare and review the administrative frameworks, information-gathering schedules, and supporting analytical reports used throughout the annual review process.
• Manage the annual appointment, renewal, and retirement letter and communication process in coordination with key leadership across campus.

Digital Directory Management

Publish, distribute, and maintain the annual Advisory Council digital directory featuring member and council leader biographies:

• Contact council members and University leadership to collect updated biographical information.
• Coordinate the design, publication, and ongoing maintenance of the digital directory system.

Philanthropic Engagement & Strategic Initiatives

Support the Senior Director of Volunteer Engagement and Advisory Councils in establishing operational pathways for new engagement strategies:

• Provide operational support for new initiatives aimed at leveraging the expertise, networks, and charitable giving of the top 2% of benefactors.
• Analyze and compile existing engagement efforts, perform benchmarking research, prepare reports, and coordinate strategy meetings.

High-Level Communications & Financial Oversight

• Coordinate official communications for major University news and send formal expressions of condolences for Advisory Council-related deaths on behalf of the Offices of the President, Provost, and Executive Vice President and the Vice President for University Relations.
• Review and reconcile the Advisory Council operational budget on a monthly basis.

Minimum Qualifications

• 3+ years of professional experience in operations, project management, high-level administrative support, special events coordination, or donor relations/advancement.
• Exceptional written, verbal, and interpersonal communication skills, with a demonstrated ability to build positive relationships with University leadership, trustees, faculty, staff, and high-net-worth benefactors while maintaining discretion, confidentiality, and…