Assistant Director, Advancement Operations

• →Project management: Serves as project manager across Advancement programs, including event technology initiatives and projects that improve management operations.
• →Data management: Serves as the in-house Phoenix (Salesforce-based) power user, extracting and analyzing data and maintaining constituent records. Creates and implements an annual data management calendar to keep alumni and donor records current.
• →Prospect Management: Maintains accurate record of communications-related activity in the CRM. Enters contact reports, prospect strategies, and proposals on behalf of the Dean and Harris leadership.
• →Event management: Manages the full event cycle for Advancement events, including building and maintaining Cvent registration forms and event websites, managing RSVP reporting and registration changes, and tracking attendees. Oversees production of event materials such as nametags and seating materials, and oversees onsite registration and operations.
• →Digital communications: Designs, writes, and deploys email communications in HubSpot, including event invitations, newsletters, stewardship materials, and solicitations. Develops content for the Advancement pages of the Harris website and manages graduate student assistants who maintain website data.
• →Fundraising writing: Coordinates written materials supporting fundraising, including donor correspondence such as acknowledgments, prospect strategy briefings, event remarks, talking points, and gift proposals.
• →Gift acknowledgment: Manages the gift acknowledgment process for alumni, parents, and friends, including personalized thank-you messages on behalf of the Dean and Advancement leadership. Oversees a weekly deployment schedule and uses technology to ensure timeliness and efficiency.
• →Volunteer and annual giving programs: Collaborates with colleagues to execute volunteer, such as but not limited to Inspire, and annual giving programs (such as giving day) that increase alumni participation, revenue, and engagement.
• →Reporting and analysis: Prepares custom and ad hoc reports to support planning and operational decisions across events, volunteer programs, annual giving, and donor and prospect management. Synthesizes data on the Development team's fundraising progress, pipeline, and prospect pool, and organizes materials related to fundraising and campaign operations.
• →Seeks opportunities for professional development that will enhance job performance, including building networks within the University and with colleagues at peer institutions.
• →Supports business activities during staff vacancies, ad hoc projects or other duties as assigned.
• →Has a moderate/solid understanding of fundraising operations for a school or department of the University. Identifies budget requirements and staffing needs on a project or event basis.
• →Plans somewhat complex activities of volunteer and support groups. Recruits members and provides guidance and support to leadership activities.
• →Performs other related work as needed.

• Experience in a job discipline such as nonprofit management, development, alumni relations, marketing, or similar work
• Experience with fundraising, database management, or contact management preferred.
• Experience working with volunteers preferred.
• Experience with event logistics management preferred.

• Strong verbal and writing skills with high attention to detail.
• Flexibility and adaptability to new programs in a quickly changing environment needed.
• Emotional intelligence and the ability to work collaboratively in a team setting.
• Willingness to serve as a brand ambassador for the Harris School of Public Policy and University of Chicago.
• Ability to foster partnerships across teams.
• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Advancement, including Phoenix (the University's Donor Relationship Management System), HubSpot, Cvent, Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint, Adobe products including design software, and project management software.
• Willingness and ability to travel to campus and/or non-campus locations for University business.
• Willingness and ability to work evenings and weekends as needed.
• Demonstrated track record of personal initiative and excellent organizational skills.
• Mental demands: Self Motivation and ability to take initiative
• Ability to prioritize multiple projects and independently follow through with detail.

• Hybrid role – 3 days in-person weekly

• Resume (required)
• Cover Letter - Address cover letter to Maggie Elmarakby (required)

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FLSA Status

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Pay Range

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

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