Manager, Division Administration, Development and Alumni Engagement (AS6506)

Stetson University; DeLand (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Stetson University in DeLand, FL seeks a Manager, Division Administration, Development and Alumni Engagement to provide high-level administrative support to the EVP for Development. You will manage the EVP's calendar, coordinate meetings with internal and external stakeholders, prepare materials, and handle travel arrangements.

This role leads division-wide administrative operations, supports budget management, board materials, and liaison activities with alumni and donors, and ensures

Qualifications

• Bachelor's degree preferred; equivalent combination of education and experience may be considered.

Responsibilities

• Provide high-level administrative support to the Executive Vice President and Chief of Development, including calendar management, meeting coordination, agendas, minutes, correspondence, and travel arrangements.
• Provide administrative leadership and operational oversight for the Development and Alumni Engagement division, coordinating administrative processes, communications, and business operations across departments.
• Coordinate University Leadership and Cabinet meetings and communications for the EVP.
• Schedule and coordinate Board of Trustees committees meetings, manage committee materials and OnBoard board portal.
• Provide outreach to alumni, donors, and friends to coordinate meetings and engagement opportunities for the EVP with major gift donors.
• Serve as Budget Manager for designated departments, assist with budget development and monitoring, purchase requisitions and related transactions.
• Coordinate donor visits involving the President, including travel arrangements and briefing materials.
• Work with Development Operations and Prospect Research to provide portfolio updates and fundraising progress.
• Oversee confidential personnel files and administrative records for the division.
• Manage the division's Teams and SharePoint platforms for document management and collaboration.
• Coordinate division-wide talent management processes and onboarding/offboarding.
• Plan and coordinate internal division meetings, retreats, training sessions, and employee engagement activities.
• Serve as primary liaison between the EVP and Development and Alumni Engagement staff.
• Respond to calls, emails, and inquiries on behalf of the EVP.
• Ensure effective administration and operational support of the Office of the EVP and the division.

Skills

Administrative leadership

Communication

Confidentiality

Technology proficiency

Education

Bachelor's degree preferred

Tools

Microsoft Office

Teams

SharePoint

CRM systems

Board portals

Job description

The Manager, Division Administration, Development and Alumni Engagement serves as the primary administrative support to the Executive Vice President and Chief of Development while providing leadership and oversight for the administrative operations of the Development and Alumni Engagement division. Works closely with members of the Board of Trustees, committees, advisory boards, and high-net-worth donors and is responsible for coordinating executive office functions, supporting divisional operations, and assisting the EVP with the administration, management, and strategic coordination of departments across the division.

Essential Job Functions and Responsibilities:

• Serve as the primary administrative support to the Executive Vice President and Chief of Development, managing the EVP's calendar, coordinating meetings with internal and external constituents, preparing agendas and meeting materials, recording minutes, drafting correspondence and fundraising proposals, and arranging travel.
• Provide administrative leadership and operational oversight for the Development and Alumni Engagement division, ensuring the effective coordination of administrative processes, communications, and business operations across departments.
• Coordinate University Leadership and Cabinet meetings and communications on behalf of the EVP.
• Schedule, prepare, and coordinate Board of Trustees Financial Health Committee, Development, Marketing and Alumni Committee as well as Committee of Trusteeship meetings, including management of committee materials and the OnBoard board portal.
• Provide outreach to alumni, donors, and friends of the university to coordinate meetings and engagement opportunities for the EVP with major gift donors and prospects.
• Serve as Budget Manager for designated departments within Development and Alumni Engagement, assisting with budget development and monitoring, managing special budgets, and overseeing day-to-day financial operations, including purchase requisitions, purchase orders, expense reports, and related financial transactions.
• In coordination with the Executive Director of Strategic Initiatives and Campaign Manager, support management of the EVP's development portfolio and coordinate donor visits involving the President, including travel arrangements and briefing materials.
• Work closely with Development Operations and Prospect Research to provide the EVP with timely portfolio updates, including fundraising progress, pledges, opportunities, and key constituent activity.
• Oversee the maintenance of confidential personnel files and administrative records for the Development and Alumni Engagement division.
• Manage the division's Microsoft Teams and SharePoint platforms to support document management, collaboration, and internal communications.
• Coordinate and support division-wide talent management processes, including onboarding, offboarding, and administrative personnel actions.
• Plan and coordinate internal division meetings, retreats, training sessions, workshops, recognition programs, and employee engagement activities.
• Serve as the primary liaison between the EVP and Development and Alumni Engagement staff, facilitating communication, coordination, and problem resolution across the division.
• Respond to calls, emails, visitors, and inquiries on behalf of the EVP, providing information and assistance as appropriate.
• Ensure the effective administration and operational support of the Office of the EVP and the Development and Alumni Engagement division.
• Perform other duties and special projects as assigned.

Required Knowledge, Skills, and Abilities:

• Ability to anticipate issues, recognize areas for improvement, and take initiative to resolve problems with minimal direction.
• Ability to maintain the highest level of confidentiality.
• Ability to utilize technology effectively, including an understanding of the role AI plays in development and higher education.
• Ability to compose effective correspondence and to perform complex office tasks without referral to a superior.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to deal effectively and courteously with internal and external inquiries and complaints, through friendly and helpful communication.
• Ability to supervise and delegate tasks with direction from the EVP, as needed.
• Support the University’s Mission and Values in their role.

Required Qualifications:

• A bachelor's degree is preferred; however, an equivalent combination of education and experience may be considered in lieu of the degree.

Ideal Candidate Qualifications:

• Experience in a high-level administrative role.
• Experience with Microsoft Office Suite, including Teams and SharePoint.
• Experience working with a CRM.
• Experience working with boards and board management platforms.

Work Environment:

Work is generally performed in an office environment with occasional events that may take place outside of the office.