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Foundation: Program and Administrative Support for Major Giving

UW-Eau Claire – Eau Claire Campus

Full Time, Administrative

  • Official Title: Administrative Assistant II
  • Job ID: #20049
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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Foundation: Program and Administrative Support for Major Giving

POSITION: A full-time university staff position is available in the Foundation Department area. The working title for this assignment is Program and Administrative Support for Major Giving with an official title of Administrative Assistant II. This is an expected-to-continue assignment that requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience.

MINIMUM QUALIFICATIONS: Minimum of an associate degree required. Strong written and oral communication skills, with interpersonal skills and professionalism to interact effectively with donors, alumni, colleagues, and students. Strong organizational skills with the ability to multi-task while working independently, balancing multiple priorities and meeting deadlines. Fluency in Microsoft Office components with advanced Word and letter merging experience. Internet search skills to assist with updating constituent records accurately. At least two years of experience working in an office setting doing administrative-related work required. Demonstrated ability to handle confidential information.

PREFERRED QUALIFICATIONS: Bachelor's degree. Experience working in a university and/or non-profit organization where fund-raising is a major activity; experience working with commercial databases such as People Soft, Raisers Edge, Financial Edge and/ or Web Invoicing. Ability to show initiative and to work independently. Demonstrated ability to handle confidential information. Demonstrated commitment to diversity, equity, and inclusiveness.


Basic Functions and Responsibilities

Major Gift Operations and Donor Recognition - 75%

Support five to six development officers in all aspects of the major gifts and planned giving outreach programs. Audit development officer contact reports, editing and updating information on donor records to ensure constituent records are accurate and current. Prepare pledge reminder letters and provide feedback on database action items to ensure prompt and timely follow-up. Assist with trip planning and other duties assigned to support the development team.

Prepare daily thank you letters for an assigned group of development officers. Prepare monthly memorial, in honor of, and acknowledgement letters. Responsible for providing monthly birthday card lists for the entire development team. In the absence of a development officer, assist donors calling or visiting the office.

Scholarship and Operations Support - 25%

Keep donor records accurate with updated demographic information. Cross-train and provide some back-up to the Scholarship Administrator, including management of scholarship student thank-you letter process. Schedule all-staff and development team meetings. Assist with other projects as needed.

THE UNIT: The unit of Alumni/Development consists of 22 staff members and is responsible for all alumni and donor outreach with the intended outcome of generating private support for the benefit of the University of Wisconsin-Eau Claire. This includes, but is not limited to, visiting alumni and friends around the country, cultivating, soliciting, and stewarding donors for annual and major gifts to the UW-Eau Claire Foundation. Also communicating with alumni and friends about the University and its activities to sustain a base of passionate alumni and friends eager to support the university and its mission. The unit just announced a major fundraising campaign to increase private support of the University¿s mission and strategic objectives.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the Foundation: Program Support for Major Giving position (Job ID #20049) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached, and all required fields are completed. 

Please be sure you have included the following in PDF format:

  • Letter of application
  • Resume
  • Names and contact information for three references

Please direct requests for additional information to: Michele Olson, Director of Stewardship, at or 715- 836-3526.

To ensure consideration, completed applications must be received by September 21, 2023. However, screening may continue until position is filled. 

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.