POSITION DESCRIPTION
Hayes Hill Title Series: Administrative Specialist
Working Title: Event Manager and Executive Assistant to the Vice Chancellor for University Advancement
University Advancement Office
POSITION SUMMARY
Reporting directly to the Vice Chancellor for University Advancement (VCUA), this position provides leadership and
professional expertise in planning, coordinating and implementing a variety of large and small Advancement events, both on
and off campus. This position will also be responsible for providing extraordinary service to the Vice Chancellor, University
Advancement Leadership team and any donors/friends of the University that may be encountered in the daily work and
departmental projects. This position will also serve as the administrative assistant to the UWSP Foundation Board of
Directors.
ESSENTIAL FUNCTIONS
A. Events and Meetings - 60%
1. Manage all of the logistics of events (donor dinners, donor outings) that are focused on donor stewardship,
cultivation and identification – often in collaboration with other members of the Advancement staff, campus
staff, University Leadership, alumni, faculty, students, donors, board members and community leaders.
2. Coordinate logistics for activities of the 20+ member UWSP Foundation Board of Directors and its affiliated
committees.
3. Arrange meetings related to university initiatives and communicate stewardship event details, final guest lists,
and individual instructions for participation to the Chancellor, VCUA, and other advancement staff in a timely
manner.
4. Ensure that the board directors and other major donors and donor prospects are included in appropriate events
and are recognized for their service and generosity.
5. Coordinate with vendors, on and off-campus facilities/events personnel, and others for stewardship projects
including special gift items for donors and prospects.
B. Executive Assistant to the Vice Chancellor/Executive Director of the UWSP Foundation - 30%
1. Inform the VCUA and Chancellor of important information regarding board directors and major donors (i.e.,
birthdays, anniversaries, special accomplishments) in connection with cultivations and solicitations.
2. Serve as administrative assistant to the UWSP Foundation Board.
3. Review the VCUA’s schedule to identify upcoming meetings or gatherings where special background information
on individuals/alumni might be useful.
4. Manage and maintain the input of donor call reports for the VC and, when appropriate, the Chancellor and other
executive team members, in The Raiser’s Edge database.
5. Manage the schedule of the VCUA including travel arrangements, confidential correspondence, screening calls,
and other strategic partnerships.
6. Serve as administrative assistant for University Advancement Leadership Team.
C. Other Duties as Assigned - 10%