Administrative Assistant - Library

Administrative Assistant - Library Advancement

Administrative Assistant – Library Advancement

University of Illinois Urbana-Champaign Library

FUNCTION: This position is responsible for managing the advancement operations for the Library Advancement team including: the implementation of gift reporting and acknowledgement processes for Library Advancement; the administration of gifts- in- kind; the engagement of Library volunteers; and the administration of office activities and budget management.

Duties and Responsibilities

Gift Administration and Stewardship

• Manages the acquisition of unsolicited donations of books and materials (gifts
  -in
  -kind), in conjunction with donors, Head of Collections and other Library and University of Illinois Foundation staff.
  
  Ensures that Deed of Gift forms are circulated, signed, and filed.
• Processes gift transmittals (check, cash, and gift-in-kind) to the University of Illinois Foundation
• Leads the weekly gift acknowledgement process including weekly gift reporting and generation of acknowledgement letters and personalized acknowledgements from unit heads, Dean, and advancement staff.
• Manages “Library is Looking For” and other annual gift opportunities.
  
  This includes lists for Friend script and online, donor acknowledgement, and gift acknowledgement from unit directors.
• Coordinates, orders and records donor recognition materials, plaques, and gifts including birthday gifts for special donors, holiday and birthday cards for Library Friends, window dedication materials, and gifts for special promotions or campaigns.
• Documents all donor communications, including impact reports and personalized acknowledgements from fund managers and the Dean.

Constituent Engagement

• Maintains constituent records including opt outs, addresses and demographic data, and event participation.
• Manages communication with volunteer leadership including meeting invitations, informational communications, volunteer handbook, event attendance, and volunteer biographies and headshots.
• Collaborates with special events team to plan and execute volunteer meetings and events.

Office Management

• Maintains calendars and arranges appointments, meetings, conferences and other engagements for the Assistant Dean.
• Assists with travel planning and reimbursements for the Library Business Office and OVCIA.
• Compiles and submits annual cost of fundraising survey for the University of Illinois Foundation.
• Receives and screens calls for department, answers basic questions, and refers callers to other units as appropriate.
  
  Updates emergency contact protocol and directory listings. Evaluates and updates Departmental Procedure Manual.
• Opens and processes mail.
• Coordinates onboarding for new staff.
• Carries out additional related duties as directed, which would be incorporated within the duties as listed above.

Minimum Qualifications

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
• college course work in business, finance, accounting or a related field:
• 60 semester hours or an Associate's degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
• Master's degree or higher equals four (4) years (48 months)
• progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Preferred Qualifications

• Associate’s Degree or Bachelor’s Degree

Knowledge, Skills, and Abilities

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
• Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
• Performing Administrative Activities…