MINNESOTA STATE COLLEGES AND UNIVERSITIES
OFFICE OF THE CHANCELLOR
POSITION DESCRIPTION A
Employee Name: VACANT (formerly Jennifer Jonsgaard)
Division: UNIVERSITY ADVANCEMENT
Classification Title: OAS INTERMEDIATE
Prepared By:
Position Control Number: 01099925
Activity:
Working Title: DEVELOPMENT ASSISTANT
Appraisal Period:
To
EMPLOYEE SIGNATURE/DATE
SUPERVISOR SIGNATURE/DATE
(this position description accurately reflects my current job)
(this position description reflects the employee's current job)
POSITION PURPOSE: This position is responsible, first and foremost, for building and maintaining positive
relationships with University donors and constituents as directed by the supervising Director of Development.
This position is responsible for creating meaningful opportunities to engage donors from all “walks of life” and
has a significant effect on the University’s ability to recognize and retain current and future donors—which, in
turn, affects private giving that enables the University to provide the best education possible to its students—
both inside and outside the classroom. This position provides executive level support for the supervising
Director of Development and is also responsible for the personalized major gift stewardship and
acknowledgement process for that director among other support efforts, as requested. This position plays a key
role in assisting with the moves-management process as directed by the Director of Prospect Management and
Research. This position also creates reports, queries and exports using a relational database; maintains and
updates confidential donor information; and coordinates schedules for development directors and volunteers.
This position coordinates, tracks and manages the professional development and fundraising-related operating
budgets for the supervising Director of Development. This position also conducts and coordinates all
specialized and ongoing programs as set forth by the supervising Director of Development and, under his/her
direction, is responsible to assist in raising funds and supporting the cultivation of relationships with donors.
The position involves broad responsibility for the design, analysis and execution of fundraising projects as
directed by the supervising Director of Development.
REPORTABILITY
Reports to: Director of Development (Robert J. Christiano)
Supervises: Student Workers
DIMENSIONS
Budget: Oversight of Development/Major Gift operating budget, as well as professional development
funds
Clientele: Alumni, donors, prospects, retirees and friends of the University; consultants; students;
parents; volunteers and leaders; attorneys, trust & bank officers, financial advisors; development
directors; WSU cabinet & council of administrators, faculty & staff; VP for University Advancement;
WSU President, Foundation Board of Trustees; MnSCU personnel and others who have contact with the
University and/or the University Advancement/Development Office.
Make 3 Copies: Employee, Supervisor, and Personnel Office
POSITION DESCRIPTION B
EMPLOYEE NAME: VACANT
Principle Responsibilities and Tasks
1. Primary responsibility to assist the Director of Development in completing the objectives of the office
by directing personnel and projects; advising donors, administration, and other constituents; and
supervising the receipting and disbursement of funds contributed to the University by/for specific
assigned prospects, as well as preparing and working with confidential information on a regular basis
to advance the fundraising goals of the Director and, ultimately, the University.
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Take the lead in building and maintaining a relationship with each of the prospects on the supervising
Director of Development’s assigned prospect list.
 Fulfill the duties and responsibilities of the Director of Development in his/her absence.
 Operate as the primary contact for the Director of Development while he/she is out of the office.
 Manage a variety of gift transactions including: stock transfers, gift annuities, and gifts-in-kind, EFT etc.
 Track philanthropic requests, pledges and contributions of individual donors.
 Prepare acknowledgement letters and other correspondence.
 Maintain foundation, corporation and individual donor files.
 Create monthly fundraising reports and other database reports as needed.
 Continually update and correct database records.
 Conduct preliminary research and analyze data and compile reports on prospective corporate foundation
and individual donors.
 Assist in the implementation and administration of policies and procedures within the department.
 Plan donor events as directed and requested by the Director of Development.
 Maintain guest lists, gather and prepare registration materials and other duties as assigned for
supervising Director of Development’s strategic fund-raising events.
 Handle all administrative details associated with the various project-based meetings as requested (i.e.
prepare and distribute notices, agendas, minutes, etc.).
 Write all scholarship agreements and major gift proposals as directed by the supervising Director of
Development.
 Manage donor lists and prepare mailing materials like invitations, solicitations and newsletters.
 Prepare other media materials for distribution. (i.e. copying, filing, mailing, e-mailing).
 Assemble media and donor profiles/kits for events and meetings.
 Perform related or similar duties as required or assigned by the supervising Director of Development.
Priority: A
Discretion: A
Percent of Time: 60%
Essential Function: Yes
2. Create and manage proactive stewardship opportunities in order to sustain positive and mutuallyrewarding relations between the Director of Development, the University and its donors. Partner with
supervising Director of Development to determine the best strategies for effective stewardship of
donors; maintain ongoing and active networking with internal and external constituencies; and advise
on the facilitation of recognition events and coordinate various activities for donors, as requested.
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Establishes and manages information tracking processes regarding acknowledgement, recognition, ongoing communications and continued cultivation of past and current major donors to enhance their
relationship with the University and increase the likelihood of continued contributions.
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Assists the Donor Relations Lead in developing and accessing policies and procedures across the
division and university that are essential for a comprehensive donor relations program.
Works collaboratively with University Advancement staff to compose letters, compile appropriate
invitation lists, engage featured program participants, create programs and provide program materials,
prepare program scripts and participant remarks (as needed) and create and/or obtain donor awards and
recognitions.
Works closely with the Donor Relations Lead and other colleagues in University Advancement to
support the coordination of the University’s recognition entities.
Priority: A
Discretion: A
Percent of Time: 30% Essential Function: Yes
3. Other duties as assigned.
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Including, but not limited to: Special projects and events that require assistance from all staff members
such as benefactor recognition, homecoming, dedications, scholarship recognition, alumni and donor
events, etc.
Priority: A
Discretion: A
POSITION DESCRIPTION C
Percent of Time: 10%
Essential Function: Yes
EMPLOYEE NAME: VACANT
NATURE AND SCOPE:
(RELATIONSHIPS; KNOWLEDGE, SKILLS, AND ABILITIES; PROBLEM -SOLVING AND CREATIVITY; AND
FREEDOM TO ACT)
RELATIONSHIPS:
This position will work closely with their supervising Director of Development, the Director of Prospect
Management and Research, Vice President for University Advancement as well as other university
administrators up to and including the President. There will be regular and very frequent contact with donors
and prospects, alumni and friends of the university, as well as consultants, attorneys, trust and bank officers,
business leaders, financial advisors and Foundation Trustees.
KNOWLEDGES, SKILLS, AND ABILITIES:
MINIMUM QUALIFICATIONS:
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Math - Sufficient to add, subtract, multiply and divide when ordering products and items for events,
Typing/Keyboarding(40WPM) - Sufficient to draft correspondence for the department,
Data Entry Performance - Sufficient to enter information into Excel and the department database,
English(Speaking and/or Writing, and/or Reading Orally) - Sufficient to communicate with
customers of the department,
Word Processing - Sufficient to draft correspondence,
Spreadsheets - Sufficient to work with excel and manipulate data,
Database Management - Sufficient to work with database creating new accounts, running queries and
reports,
Bookkeeping - Sufficient to monitor and make recommendations on the major gift budget,
Accounting/Budgeting/Expense - Sufficient to make recommendations in planning for events and
necessary funds for events and track gifts that come in, and
Customer Service Skills - Sufficient to serve as the receptionist of the department when needed.
PREFERED QUALIFICATIONS:
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Effective oral communication skills
Must have the ability to independently and creatively compose and edit correspondence, reports,
proposals, agreements, invitations, web content, profiles as well as create reports, scholarship
agreements and publicity, biographies, and other written materials
Experience working in a database environment including creating queries and reports
High level of independence in accomplishing the responsibilities of the position
Proficient in Microsoft Office Applications – Word, Excel, PowerPoint, Outlook
Strong interpersonal skills
Strong organizational skills
Ability to interact with a diverse range of personalities
Ability to interact comfortably, tactfully, and effectively with varied internal and external constituencies
is essential
o Must display a high level of maturity and personal integrity and ability to understand, develop,
and sustain resilient and dynamic relationships with donors, colleagues, and senior management.
Ability to prioritize dynamic projects
Capacity to effectively support a number of simultaneous projects
Ability to gather information from a variety of print and web sources, summarize data, and integrate into
meaningful reports
Knowledge of the budget system and office procedures
Self-motivated with the ability to multi-task and work in a fast paced environment
Must be able to adjust to changing work environment
Strong customer service skills, work ethic and initiative
Ability to organize and manage office procedures and supervise student assistants
Confidentiality and discretion are mandatory
PROBLEM SOLVING:
The incumbent must determine workload priorities and exercise judgment on prioritizing tasks and in
determining the best method in approaching assignments. The incumbent must decide which work to delegate
to student help. The incumbent must create and maintain an organized system which will allow quick and easy
retrieval of projects and materials at a later date. The incumbent must identify and correct inconsistencies in
office procedures and make documentation of procedure improvement. Interprets and responds quickly to new
or changed responsibilities, methods and procedures. Provides alternative solutions and recommendations and
works in collaboration with team members.
FREEDOM TO ACT:
The employee will report orally to the supervisor as needed to keep them informed of developments regarding
activities and responsibilities assigned to this position. The position has freedom to act to achieve desired
results in the responsibilities assigned and is expected to carry assignments through to completion within
operating procedures and guidelines. This individual has creative flexibility and will work to constantly
improve writing skills. This person works in a team setting and must design and implement methods to
accomplish multi-faceted job requirements.