Administrative Assistant IV, External Relations, Communicati

at University of Delaware in Newark, Delaware, United States

Job Description

Administrative Assistant IV, External Relations, Communications and Development

Apply now ( Job no: 496998

Work type: Staff

Location: Newark

Categories: Administrative Support, Libraries & Museums, Full Time

Pay Grade: 28N

Context of the job:

Reporting to the Director of External Relations, Communications and Development Initiatives, this position is responsible for developing, implementing and evaluating a full range of strategic stewardship activities for donors, which includes overseeing a comprehensive acknowledgment and recognition process and creating the structure to support it; and supporting the efforts of the Friends of the UD Library, to increase donor engagement and fundraising activity across the Library. The External Relations Coordinator exercises autonomy in researching and creating comprehensive analytics in support of targeted efforts and formal initiatives.


+ Provide executive support for the Director of External Relations, Communications and Development Initiatives and the Friends of the UD Library. Compose complex and sensitive correspondence. Manage mailing lists. Record and transcribe minutes from board meetings and executive committee meetings.

+ Process personalized donor gift acknowledgement, including background research and data analysis, ensuring confidentiality of sensitive gifts and contributions, respond to and resolve donor inquiries in a professional and timely manner.

+ Maintain a confidential database of gifts, gifts-in-kind, pledges, endowments and bequests to Libraries and Museums; and update confidential donor information and post membership affiliations to donor records in the University Advance system.

+ Gather, assemble and manage annual and semi-annual Friends of the UD Library mail appeal campaigns. Track fiscal year and year-end Friends of the UD Library contributions; also coordinate annual Vice Provost fall solicitation.

+ Manage donor benefits such as birthday cards, sympathy cards, congratulatory cards, library user access and discounts to events. Maintain spreadsheets of $500+ donor’s birthdays, check local obituaries, prompt Google Alert creation and keep donor giving-level records.

+ Assist with coordinating and providing support for UD Library Friends events, UD Library Friends board meetings, UD Library Friends executive committee meetings and donor functions. Interact with speakers, UD officials, donors, special guests and members of the public. Assist with invitations, flyers, mailing labels, response logs, agendas and name tags. Coordinate details for hotel and travel arrangements, technology and room set-ups, and photographers. Resolve problems on-site.

+ Hire, train, and supervise student assistants as needed.

+ Maintain records of communications and events, including financial, marketing, and planning. Track and report trends.

+ Support and implement new development initiatives as they arise.

+ Perform other job-related duties including administrative support for the leadership team and back-up coverage for the front office service area.


+ High school diploma or GED with five years of related administrative support.

+ Knowledge and experience in using advanced features of word processing, presentation, spreadsheet, database, email, scheduling, and other software, as well as a learning orientation to changing technology.

+ Ability to assess complex and time-sensitive concerns and provide appropriate resolution or referral.

+ Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.

+ Strong verbal and written communication skills.

+ Understanding of fundraising and donor relations in a higher-education environment

+ Ability to perform detailed and accurate work.

+ Strong organizational and time management skills.

+ Demonstrated ability to manage multiple complex assignments, meet deadlines, and prioritize work.

+ Initiative, flexibility, and the ability to adapt to a changing environment.

+ Excellent interpersonal skills including discretion, maturity of judgment, and ability to interact well with people of all ages and diverse backgrounds.

+ Ability to work independently as well as collaboratively in a culturally diverse environment.

+ Ability to assist with occasional evening and weekend events, as needed.


+ Knowledge of University policies and procedures.

+ Previous supervisory experience

+ Knowledge of Library operations, services and programs.

General Information:The University of Delaware Library, Museums and Press is committed to student success, scholarly research and inclusive excellence. The Library is strongly committed to fostering diversity within our community. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion, and will assist us to expand our capacity for diversity in the broadest sense.

Work Hours:Monday-Friday 8:30am – 5pm; occasional evenings or weekends.

To Apply:Include cover letter and resume, along with the names and contact information of three employment references, following University of Delaware application instructions

Equal Opportunity Employer:The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University’s Notice of Non-Discrimination can be found

Employment offers will be conditional upon successful completion of a criminal background check. A conviction will not necessarily exclude you from employment.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close: Oct 31 2021 Eastern Daylight Time

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Job Posting: JC194348273

Posted On: Oct 08, 2021

Updated On: Nov 05, 2021