How to Apply

A cover letter is required. If you submit one, please attach it as the first page of your resume.

The University of Michigan Development Community is committed to growing and retaining a diverse and thriving workforce, demonstrating respect and inclusivity for all.

Note: Hybrid work arrangement options are available for this position. Candidates must be within commutable distance to campus.

If you have questions, please reach out to dev.careers@umich.edu. In the subject line, please type in the Job Opening ID for which you are applying.

Summary

As DEI Executive Assistant, you report to the Senior Executive Director of Diversity, Equity, and Inclusion (DEI) Initiatives. You provide administrative and project support in advancing OUD's strategy around Diversity, Equity, and Inclusion, with focus on DEI fundraising and stewardship. The Executive Assistant provides general administrative support for the Senior Executive Director and DEI team. You will coordinate all stewardship efforts, tracks gift expenditures, provides regular financial reports and supports projects. Along with the DEI team, you help our organization contribute openly to a diverse, equitable, inclusive workplace.

Reports to: Senior Executive Director of Diversity, Equity, and Inclusion (DEI) Initiatives

Click here for the full job description.

Why Work at Michigan?

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

Responsibilities*

General Administrative Support (50%)

• Coordinate the Senior Executive Director of DEI's calendar by effectively scheduling complex meetings, conference calls and exercising discretion and judgment around use of time.
• Organize background materials, agendas, and minutes for meetings, training and as requested, and maintain appropriate follow-up.
• Organize, prioritize and forward email of the Senior Executive Director of DEI's and discretely handle materials of a confidential nature for the Senior Executive Director of DEI, and high-end donors. Respond to emails when requested and ensure timely follow up.
• Respond and act with confidentiality on behalf of the Senior Executive Director of DEI in interactions with university partners, such as the Vice Provost for Equity and Inclusion, faculty, staff and major donors, including inquiries requiring comprehensive knowledge of University policies surrounding DEI. Provide responses to inquiries from within the department, from the campus community and the external constituency, and direct matters to appropriate individuals for action.
• Maintain appropriate and systematic follow-up to ensure that deadlines are met and materials received.
• Coordinate domestic and international travel arrangements for the Senior Executive Director of DEI - including booking hotel stay, conference registration and misc. travel needs.
• Review, sort and monitor incoming mail, and initiate necessary follow-up.
• Process all P-card information for Senior Executive Director of DEI.
• Steward major donors to DEI.
• Respond to requests from the Senior Executive Director of DEI for donor information from DART (development database); maintain information from DART for the Senior Executive Director of DEI for their use promptly; Retrieve and input data to and from DART; including donor interactions and the Events Module.
• Assist the Leadership Annual Giving Officer on special projects as assigned and contribute to gift work.
• Help with front office reception responsibilities. This includes answering the phones, sorting, and distributing mail.
• Assist the Senior Executive Director in coordinating onboarding/offboarding of new team members by acting as Operations Mentor for DEI Team. Responsibilities include collecting availability to arrange interviews, creating thought provoking interview questions and assigning them out, organizing and communicating interview itineraries, collecting feedback and scheduling meetings relevant to the onboarding/offboarding process.

Diversity, Equity, and Inclusion Administrative and Project Support (20%)

• Provide administrative support for:
  • DEI Taskforce, DEI Leadership Council, and cultural giving networks (e.g., scheduling, reserving room, prepping materials, note taking)
  • DEI internal working group and staff affinity groups (e.g., scheduling, reserving room, prepping materials, note taking)
• DEI fundraising and volunteer activities. Being the first line of support for these DEI groups and task forces to assist them in completing their goals and deliverables.
• Coordinate the scheduling of complex meetings and retreats, which may require coordination across the development community, anticipating needs and exercising discretion and judgment as top priorities.
• Coordinate multiple input requests from university (e.g., collecting information for assessment and planning purposes, drafting documents for review)
• Coordinate training needs (material prep, communication reminders, room scheduling)
• Provide project management support around action items detailed in the five-year DEI strategy. Event design and coordination including attendee guest list, calendaring, catering, room reservation and set up (tables/chairs, technology), note taking. Other administrative responsibilities as assigned.
• Contribute to the success of the OUD DEI Team by anticipating needs and facilitating communication across varied organizational levels.
• Provide planning and administrative support, technical assistance, monitoring and follow-up for team meetings and team retreats.
• Respond to inquiries from within the department, from the campus community, as well as our external constituency; directs matters to appropriate individuals for action.
• Be a DEI representative on OUD's Performance Support Program team (PSP).

DEI Communication and Stewardship (20%)

• In collaboration with the Senior Executive Director, DEI Fundraising and OUD Marketing & Communications team, create fundraising and volunteer collateral, from communication to stewardship pieces.
• Coordinate unit stewardship meetings with the Office of Diversity, Equity, and Inclusion (ODEI).
• Report on all DEI related fundraising and programmatic activities observing U-M ODEI requirements.
• Develop all aspects of stewardship for donors to DEI: this includes stewarding our donors annually through creating and sending personalized materials, engaging with student awardees to gather relevant information, and partnering with the Wolverine Pathways team to create an annual impact report.
• Manage our stewardship program to recognize donors to DEI, specifically donors to the Wolverine Pathways Program and ODEI.
• Process gifts, and work with the Office of University Development Gift and Records Administration to ensure that all gifts are recorded correctly and donor information is documented in DART.
• Run weekly gift reports and coordinate thank you notes with the Senior Executive Director of DEI, programmatic staff and their support teams to send gift acknowledgment letters to donors promptly.
• Pull and analyze reports to recognize giving trends and giving milestones, and help develop and execute stewardship strategies for these individuals.
• Initiate, draft, and edit communications, contact and donor research reports, gift agreements, meeting minutes, talking points.
• Enter donor information into the DART database and pull reports.

DEI Reporting 10%

• Work in collaboration with the DEI Project Manager to report on DEI activities.
• In collaboration with the OUD Marketing & Communications team, create quarterly newsletter, infographic snapshot and annual report to keep staff updated on DEI progress.
• Lead and implement OUD DEI strategy updates.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• Two plus years progressively responsible administrative support experience.
• Project coordination experience.
• Deep commitment to and experience discussing, integrating, and promoting diversity, equity, and inclusion throughout a complex and dynamic organization.
• Excellent skills in the use of Google and Microsoft Office Suite (Word, PowerPoint, Excel)
• Excellent verbal, written and organizational skills.

Additional Information

For additional information about this position and to review other current openings in Development, please visit our website at: https://leadersandbest.umich.edu/careers/home

Application Deadline

Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.