Job Details
Responsibilities and Duties
a. Provide comprehensive administrative support to the Senior Director of Major Gifts and Major Gifts team, including prioritization of competing demands, proactive calendar strategy, and anticipation of leadership needs.
b. Manage donor records and activity tracking within systems such as Advance, NXT, and Zoo, in concert with the MGO team and Senior Directors, including timely entry of contact reports, analysis of donor data trends, development of reports, and recommendations to inform fundraising strategy and portfolio management.
c. Facilitate the preparation and routing of donor-related documentation, including pledge forms, Memoranda of Understanding (MOUs), and required attachments, by entering and organizing information provided by gift officers to ensure accuracy, completeness, and alignment with institutional policies; coordinate submission workflows and serve as a resource on documentation processes.
d. Support the planning and execution of donor cultivation and stewardship events, including logistics, coordination with internal partners (e.g. donor events and experience team), and collaboration across departments and colleges to ensure successful engagement, post-event follow-up, and continuous improvement of donor engagement efforts.
e. Prepare and manage donor-specific communications and mailings, ensuring a high level of personalization, accuracy, and attention to detail, and adherence to divisional procedures and protocols, including coordination with Advancement Operations to ensure compliance with contact preferences and data governance standards.
f. Ensure data integrity within donor systems by reviewing entries for accuracy, consistency, and completeness, and developing and implementing best practices, procedures, and quality control measures for donor data management.
g. Coordinate and process expense reimbursements for Major Gift Officers in accordance with university and TU Foundation policies and procedures, ensuring compliance with financial policies and audit standards.
h. Perform additional administrative and operational duties as assigned, including supporting the Advancement Office with the ordering and management of office supplies, and contributing to process improvement initiatives, workflow optimization, and special projects that enhance the effectiveness of the Major Gifts program.
Qualifications and Skills
- Bachelor's Degree.
- Four years of experience in administrative staff work.
Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
- Strong attention to detail, particularly in donor-specific materials and communications.
- Ability to manage multiple projects and deadlines simultaneously.
- Proficiency in CRM systems and data management.
- Strong organizational and administrative skills.
- Effective written and verbal communication.
- Discretion and ability to handle confidential donor information.
- Experience supporting events and donor engagement activities.
Preferences:
- Data analysis and interpretation.
- Strategic thinking.
- Process improvement.
- Project management.
- Knowledge of fundraising or advancement operations.
Organization: University Advancement Division
Job Posting: Jul 23, 2026
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