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Foundation: Program & Administrative Support Major Giving

UW-Eau Claire – Eau Claire Campus

Full Time, Faculty/Instructional

  • Official Title: Administrative Assistant II
  • Job ID: #20979
  • 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 & Administrative Support Major Giving

POSITION: A full-time university staff position is available in Alumni Development & University Advancement Office beginning August 1, 2024. The working title for this assignment is Administrative Assistant II with an official title of Program and Administrative Support for Major Giving. This is an expected-to-continue assignment which requires a six-month probationary period.  The expected hourly hiring salary will be based on qualifications and experience.

MINIMUM QUALIFICATIONS: Minimum of associate degree required.  At least four years of experience in an office working environment, doing administrative or support work.  Strong organizational, written, and oral communication skills; strong interpersonal skills to be able to interact with donors, alumni, students, and staff; very proficient in Microsoft Office components and internet search skills. Must be detail oriented. 

PREFERRED QUALIFICATIONS: Bachelor's degree. Experience in working in a non-profit organization/foundation where fund raising is a major activity; experience working with data bases/software such as People Soft, Raisers Edge, Financial Edge; proficient with Microsoft Word and Excel; ability to deal with and maintain confidential information; and demonstrated commitment to support and enhance the diversity and cultural and global awareness of students, faculty, and staff.

DUTIES: Provide administrative support for the UW-Eau Claire Foundation. Support the development officers with donor prospecting, cultivation, solicitation, and stewardship activities.

Major Gift Operations and Donor Recognition - 65% 

Support six development officers in all aspects of the major gifts and planned giving outreach programs. Audit development officer contact reports, monitor open actions for officers, editing and updating information on donor records to ensure constituent records are accurate and current.  Monitor weekly and monthly Quality Assurance items for development officers and communicate items that need attention. Prepare monthly reminder letters and provide feedback on database action items to ensure prompt and timely follow-up. Assist with donor visit preparation, including generating donor reports, history and demographic information. 

Process and prepare daily thank you letters for assigned group of development officers. Responsible for generating and providing monthly birthday card lists for the entire development team. In the absence of a development officer, assist donors calling or visiting the office. 

Complete and mail Sympathy Cards to decedent's family; update records in the database. Generate and assist with labels, envelopes and other outgoing stewardship mailings as well as other duties assigned to support the development team.

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 letters. Process thank you letters, physical and electronic copies, including printing, scanning, uploading to system. Confirm scholarship contact information, update records in RE and mail letters to all donors as directed. Schedule all-staff and development team meetings. Assist with other projects as needed.

Receptionist - 10%
Answer phone and direct calls to other Foundation employees, Assist incoming alumni, staff and students with questions, concerns and needs. Direct incoming checks, office orders and other incoming and outgoing items for staff. 

THE UNITThe Alumni Development Unit consists of 25 colleagues focused on and committed to the proactive engagement of alumni and friends in supporting the University of Wisconsin-Eau Claire. This includes annual, major, and planned giving programs to effectively generate private resources for the University's benefit. The staff includes development officers who work in areas cultivating, soliciting, and stewarding alumni and friends of the University. The unit works on effectively communicating and engaging the more than 97,000 alumni and more than 10,000 annual donors to the UW-Eau Claire Foundation. For more information go to:

UNIVERSITY and EAU CLAIRECOMMUNITY: UW-Eau Claire, an institution of approximately 11,000 students and 1,200 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 Website:  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 & Admin Support for Major Giving position (Job ID # 20979) 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

To ensure consideration, completed applications must be received by July 12, 2024. 

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.