JOB TITLE: Alumni & Development Office Manager

REPORTS TO: NOLS Annual Fund Manager

JOB OBJECTIVE: Provide administrative and organizational support to the Alumni and Development Office. Central point for coordination of information and requests coming into and leaving Alumni and Development Office to support managers, directors, alumni, donors, and volunteers. To assist the NOLS Annual Fund Manager to maximize annual philanthropic support of NOLS through the implementation of a comprehensive annual fund campaign.

QUALIFICATIONS: Two to three years of professional experience in business administration, preferred. Strong organization skills, ability to communicate professionally to a wide range of audiences including trustees, donors, students and employees of all levels on a daily basis. Ability to prioritize and manage multiple tasks independently. Excellent computer skills preferably Macintosh-word processing, spreadsheet and database applications, prior knowledge of Raiser’s Edge preferred. Must have accurate filing skills, neatness, and ability to operate various office machines including fax and copier. Must be energetic, positive, dependable and able to work as a team member. Must handle sensitive communications with confidentiality.

LEADERSHIP OR SUPERVISARY DUTIES: Serve as an informational resource for alumni and development staff, alumni, donors, volunteers, trustees and other school departments. Enter or supervise the entry of all donations (ROA), and produce or supervise production of all non-personalized NOLS Annual Fund gift acknowledgements. Provide training to staff regarding computers, telephones, and other office equipment.

FUNDS AND/OR PROPERTY: Process and maintain financial records including requisitions, transfers of inventory, travel authorities and donations – assist donors in making stock transfers and accepts credit card donations. Request cash advances and help to reconcile receipts after travel. Track contents of development safety deposit box. Order office supplies.

RESPONSIBILITIES:

30% Manages A&D office daily operations:

• Telephone reception and customer service: point person on phone communications. Responsible for answering department 800 number (and ensuring coverage when unavailable); coordinates conference calls.
• Trains staff on computer applications and other office equipment.
• Maintains the department library, subscriptions and professional memberships
• Maintains department expense records and reconciles receipts
• Assists in the organization of department events and making sure they are on the department calendar.
• Coordinates the scholarship thank you letter solicitation and distribution to appropriate staff, donors and alumni.
• Helps coordinate and implements direct mail pieces, which includes assisting with queries, printing and correlating.
• Is the main contact person for the annual calendar contest and is responsible for the screening and organizing of photo submissions.
• Helps maintain and update contact information ensuring that data entry guidelines are followed.

30% Oversees the standard entry and tracking of all donations and pledges received by the school. Generates and mails thank you letters; coordinates hand-written thank you’s in accordance with the acknowledgment protocol; updates donor files; fields inquiries regarding gift payments, outstanding pledges, funding opportunities, and ensuring proper and timely follow-up as necessary.

30% Assists with the production of all NOLS Annual Fund appeals, establishing effective relationships with all vendors and internal mailroom staff to ensure timeliness and quality. Collaborates with the NOLS Annual Fund Manager to identify mailing segments, design packages and produce solicitation letters and text. Coordinates bulk mailings in the department and is solely responsible for the three-segment New Grad mailing of over 7,000 pieces a year and coordinates renewal mailing.                 

10% Assists with other projects as assigned.                                   

WORK LOCATION: NOLS Headquarters, Lander, Wyoming

CRIMINAL BACKGROUND CHECK: A criminal background check is required from all NOLS employees.

E-VERIFY: NOLS participates in E-verify.

TO APPLY: Please send resume with cover letter in hard or electronic format to Cindy Carey, NOLS Annual Fund Manager, 284 Lincoln St., Lander, WY, 82520, or cindy_carey@nols.edu.

CLOSING DATE FOR APPLICATIONS: December 2, 2011

START DATE:Mid to Late December