Foundation Assistant

Apply now Job no: 495407
Work type: Staff
Location: Big Rapids, MI 49307
Categories: Administrative

Position Title: Foundation Assistant  
Location: Big Rapids (Main Campus)  

70000 - Univer Advance and Mktg VP Office

Advertised Salary: $48,000 - $50,000. Salary commensurate with education, experiences, and other requirements. Comprehensive benefit package (health care, vacation, etc.)  
FLSA: Exempt  
Temporary/Continuing:  Continuing  
Part-Time/Full-Time: Full-Time  
Union Group: N/A  
Term of Position: 12 Month  
At Will/Just Cause: Just Cause  
Summary of Position: Coordinates the operation of The Ferris Foundation Office. Assists the Associate Vice President for Advancement/Executive Director and the Assistant Executive Director of the Foundation with day-to-day functions and in the formulation of overall Foundation objectives, policies, plans, and procedures by serving as liaison between the Executive Director and Assistant Executive Director of The Ferris Foundation, the Foundation Board of Directors, donors, and University administrators. Provides independent, complex secretarial support.  
Position Type: Staff  
Required Education: Bachelor’s degree including marketing, management, and general business study.  
Required Work Experience: Six years of progressively complex secretarial experience and considerable contact with the public where tact and diplomacy are required.  
Required Licenses and Certifications: Valid Driver's License  
Physical Demands:
  • Office Environment
  • Bending
  • Carrying
  • Moving
  • Reaching
  • Sitting
  • Twisting
  • Driving
  • Lifting
  • Pulling/Pushing
  • Repetitive Movement
  • Standing
Additional Education/Experiences to be Considered: Certification in Hospitality Management preferred.  
Essential Duties/Responsibilities: 1. Provides responsible, independent administrative support including handling routine correspondence, composing correspondence, scheduling appointments, and arranging travel itinerary for all related travel for Associate VP for Advancement/Executive Director and Assistant Executive Director.
2. Communicates effectively and promotes a positive image of The Ferris Foundation Office and the institution at all times.
3. Requires strong commitment to the mission, values and vision of Ferris State University.
4. Plans, organizes and makes independent decisions reflecting sound judgment from conception to completion.
5. Manages multiple and rapidly changing priorities to meet the needs of the office.
6. Serves as the operational liaison between the Foundation Board members and the University.
7. Coordinates all correspondence, arrangement, meeting minutes, etc. of the Board meetings and all functions of the Foundation Board various sub-committees.
8. Coordinates all correspondence for the Associate VP for Advancement/Executive Director.
9. Obtains and provides factual information requiring knowledge of the policies and procedures of The Ferris Foundation, as well as the University.
10. Independently answers inquiries from a variety of internal and external sources, providing explanation and interpretive information on the policies, practices and procedures of The Ferris Foundation.
11. Requests, searches, retrieves, and analyzes information from a variety of sources, both internal and external, and compiles it in a usable format.
12. Provides and coordinates flow of information related to The Ferris Foundation Board and external constituents.
13. Represents the Associate VP for Advancement/Executive Director and Assistant Executive Director regarding matters of highly sensitive or confidential nature with limited authority as delegated.
14. Coordinates all functions of the annual Ferris Foundation Benefit.
15. Attends Foundation Board and Foundation Committee meetings and transcribes minutes of meetings.
16. Documents decisions and actions of The Ferris Foundation Board.
17. Assists in prospect identification and research.
18. Assists the Associate VP for Advancement with planned giving; including, compiling information for written and electronic newsletters, follow up with donor inquiries, preparing documents for donors, tracking information in the Millennium database, and assigning tasks to advancement team.
19. Handles confidential information concerning large financial donations.
20. Processes Foundation payments, working in conjunction with the University’s accounting department.
21. Processes summary reports in Concur for Associate VP for Advancement/Executive Director and personal corporate card.
22. Negotiates contracts for facilities, entertainment, and catering for Foundation Board and donor/prospect functions.
23. Completes donor documents to be sent to donors, attorneys and estate planners to finalize gifts and donor intentions.
24. Responds to donor inquiries and follows up with appropriate answers.
25. Coordinates the Merit Grant RFP process. Work with UA&M staff members, the Gifts and Grants Committee, faculty and staff presenters and The Ferris Foundation Board.
26. Coordinates the Student Scholarship selection, including coordination with the financial aid office, Gifts and Grants committee, student recipients and The Ferris Foundation Board.
27. Directly responsible for the Executive Director and Assistant Executive Director of The Ferris Foundation and The Ferris Foundation Board of Directors
28. Responsible for maintaining the confidentiality of designated information.
29. Demonstrate an understanding of diversity, equity and inclusion, especially in working relationships with students, faculty, staff and community members.
30. Any other duties assigned within the position classification area.
31. Travel as necessary for Ferris Foundation board meetings and the Ferris Foundation Benefit.
Marginal Duties/Responsibilities: Work some nights and weekends.  
Skills and Abilities: 1. Plan, organize and make sound judgments and decisions.
2. Strong organizational skills.
3. The ability to work under pressure.
4. Organize elaborate, large scale recognition events, such as the Foundation Benefit.
5. Communicate effectively both orally and in writing.
6. Successfully interact with a variety of students, donors, faculty, staff, alumni and visitors in a variety of situations.
7. Negotiate contracts for facilities, entertainment, and catering for Foundation Board
8. Perform complex computer operations using a variety of software applications.
9. Utilize the rules of proper grammar, correct spelling and punctuation, and proper arrangement of information (form and format).
10. Perform relevant research.
11. Perform basic mathematical functions with accuracy.
12. Operate a variety of office machines and equipment, such as computer, typewrite, facsimile, etc.
13. Demonstrated commitment, experience and understanding for diversity, equity and inclusion.
Required Documents:
  • Cover Letter
  • Resume
  • Unofficial Transcript
Optional Documents:    
Special Instructions to Applicants:    
Initial Application Review Date:
May 22nd, 2023  
Open Until Position is Filled?: True  
Posting Close Date:
EEO Statement: Ferris State University, an Affirmative Action/Equal Opportunity employer, is committed to enhancing equity, inclusion, and diversity within its community. Ferris offers employment opportunities to qualified candidates seeking careers in a student-focused environment that values opportunity, collaboration, diversity and educational excellence.  Learn more about the Ferris Mission and community at The University actively seeks applications from women, minorities, individuals with disabilities, veterans, and other underrepresented groups. For more information on the University’s Policy on Non-Discrimination, visit: Ferris Non-Discrimination Statement.  

Advertised: Eastern Daylight Time
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