Administrative Assistant

About the Job

The Administrative Assistant provides proactive operational and logistical support to Development Officers (DOs) and Lead Development Officers (LDOs) to advance the University of Minnesota Foundation's (UMF) fundraising mission. This role serves as a critical backbone for donor engagement, ensuring that the team's outreach is professional, seamless, and data driven.

The ideal candidate is a detail-oriented professional who thrives in a fast-paced environment, balancing calendar management and travel logistics with the nuanced preparation of donor-facing materials. By managing the administrative lifecycle-from initial meeting coordination and room set-up to post-visit expense reporting and data entry-this position allows Gift Officers to focus on building meaningful relationships with the University's philanthropic community.

RESPONSIBILITIES

Lead Development Officer/Associate Vice President Administrative Support (60%)

• Donor Meeting Calendar Management:

• Assist with scheduling onsite and offsite donor visits.

• Travel Logistics & Expense Reporting:

• Coordinate all travel logistics, including flights, hotels, and transportation.

• Complete related expense reporting on behalf of the LDO.

• Coordination & Operations:

• Draft, edit, and send correspondence and documents.

• Manage mailings and large-scale communications.

• Provide administrative support for recruiting and hiring efforts.

• Large-Scale Meetings & Project Support:

• Plan and execute large-scale meetings.

• Handle logistics (scheduling, room setup, technology, catering, etc.), vendor communication, invitations, RSVPs, and follow-up communications.

• Support PowerPoint development and prepare meeting materials.

• Data Management:

• Enter and maintain data in systems (e.g. DMS)

• Support data requests and basic analysis.

• Submit query requests and retrieve non-query data from DMS.

• Organize and update files, records, and donor information.

• Build familiarity with donor names and relationships to support quality control and donor communications.

• Reporting:

• Pull and track reports to monitor progress against goals.

• Maintain organized records for donors, meetings, and programs.

Associate Development Officer/ Development Officer Administrative Support (40%)

• Donor Meeting Support:

• Support gift officers in preparing for donor and college-wide meetings.

• Prepare, proof, and send meeting materials, agendas, and notes.

• Coordinate logistics such as booking rooms, arranging technology, materials, catering, and making restaurant reservations.

• Communicate details with donors as requested.

• Set up meeting spaces, coordinate building access, and provide on-site support as needed.

• Expense Reporting:

• Complete expense reports and ensure compliance with UMF policies.

Qualifications

• High school diploma and four years of related experience. Training/education may be substituted for some of the years of experience.
• Advanced level oral and written communication skills, including excellent grammar and spelling.
• Proficiency with MS Office and Google Software (e.g., Word/Docs, PowerPoint/Slides, Excel/Sheets).
• Demonstrated knowledge of administrative/business terminology and procedures.
• Ability to handle sensitive material in a confidential manner to maintain data integrity.
• Problem solving skills, research skills, with demonstrated critical thinking ability.
• Excellent customer relations and interpersonal skills.

About the Department

At the University of Minnesota Foundation (UMF), our mission is to connect passion with possibility, inspire generosity, and support greatness at the University of Minnesota by placing donors at the heart of everything we do and every decision we make. UMF is a nonprofit organization responsible for raising and managing gifts to the University of Minnesota.

For more information about UMF, please visit https://give.umn.edu/about/about-umf.

Pay and Benefits

Pay Range: $24.33-28.96/hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the

time, the initial pay may not reach the maximum of the range. This approach ensures

that compensation reflects the value and unique contributions of each candidate while

maintaining equity within our organization. As part of our commitment to fair and

equitable compensation, please be aware that the salary offered to incoming candidates

will be based on their individual credentials and experience.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nations most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.