KU School of Medicine, Wichita Campus

Position Opening:         Development Administrator

Reports to:                   Development Director, KU School of Medicine – Wichita

Position Summary:
Full-time, administrative support position to the Development Director for the KU School of Medicine, in Wichita, KS.  Assists with fundraising activities and events in the KU Endowment Wichita office.  Serves as the administrative support liaison to the advancement board, 4-Wichita.  Handles sensitive and confidential information while adhering to KU Endowment’s guidelines for maintaining privacy. 

The individual in this position is expected to embrace KU Endowment’s stated core values – passion for KU, partnership with donors, perpetual support for KU, and a people-centered approach – and demonstrate support for them through professional interactions and activities.

Examples of Duties and Responsibilities:
  • Coordinates calendars, arranges appointments, makes reservations, sets meetings, and handles travel arrangements.  Processes travel expense reimbursements, documents and processes payments for business expenses, and transcribes/enters donor contact reports. 
  • Assists with development-focused events specifically designed to involve and engage constituents and/or alumni as contributors and volunteers.  Plans and coordinates on- and off-campus events, meetings, dinners, or receptions as appropriate.
  • Supports the solicitation and stewardship of donors through printing and sending letters requesting donations, timely implementation of pledge reminders and swift processing of gift receipts for donors, each done in effective and collegial collaboration with the Lawrence and Kansas City offices of KU Endowment. 
  • Assists Development Director in setting qualification visits with prospective donors through phone and email appeals.
  • Provides administrative support to the advancement board, 4-Wichita, and its five committees (executive, fund development, community affairs, governmental affairs and board development).  Assists in the preparation of documents and forms for meetings and also as a result of decisions made within committee and board meetings.  Arranges venue reservations, menu and refreshments, room set-up, signage and table tents, A/V needs, special equipment reservations, sends meeting reminders (via mail and email), gathers RSVPs, mails follow-up materials to attendees and non-attendees, assists in the preparation and data management of information included in the bi-annual board handbook, and assists with other duties related to the successful function of 4-Wichita.  Maintains and updates the 4-Wichita website.
  • Develops and maintains official board records, minutes, forms and maintains an organized binder for those documents.
  • Performs research as necessary and makes decisions in accordance with KU Endowment policies and procedures to resolve problems with gift and donor records.
  • Prepares and runs donor-related reports (giving history, fund transactions, donor information, and proposals).  Searches databases, retrieves information, and prepares reports, sometimes involving researching, analyzing and compiling non-standardized data or information of a complex nature. 
  • Submits periodic donor information to the KU School of Medicine – Wichita department of public affairs for inclusion in campus publications.  Contacts each donor for permission to release name in publications.
  • Inventories office supplies, meeting supplies (including beverages and paper goods), and printing needs (business cards, letterhead, business reply envelopes, etc.) and efficiently replenishes supplies as needed and in advance of need.  Periodically updates cost comparisons in order to ensure most responsible use of supply and printing budgets.
  • Receives student thank you notes from the department of student and academic affairs, composes appropriate cover letter to each donor(s) who established respective scholarship.   Maintains records of scholarship thank you note correspondence.
  • Prepares mass mailings including the ability to create data files, merge records and assemble final documents to be mailed.
  • Assists KU Endowment staff, donors, and/or KU departments with requests for information.
  • Manages mail services with responsibility for sorting and routing daily mail.  Assists departments on campus with related questions about check requests to KU Endowment, acting as a liaison between the Wichita campus and the KUMC campus and Lawrence accounting office.  Maintains log of checks received from KU Endowment, contacts appropriate department on campus, arranges for the delivery/pick-up of check(s), and collects signature of person accepting check.
  • Maintains a policies and procedures handbook for position.
  • Follows KU Endowment policies and procedures.
  • Performs other work as directed or required.
Requires three to six years of administrative support experience with demonstrated exceptional competencies in development support processes, including word processing, computer systems (Word, Excel and Outlook), and databases.   Background in fundraising, health care, business, marketing/communications or related field preferred.   Experience working with senior level executives and volunteer boards.   Bachelor’s degree preferred. 

Must be able to work effectively under multiple, strict deadlines in a fast-paced office environment.  Proficiency in organizing, planning and setting priorities with minimal supervision on a daily basis.  Capacity to adapt quickly to major and minor changes in projects and outcomes.  Attention to detail is required, as is the ability to exercise good judgment in making routine decisions with instructions. 

Must possess excellent writing ability (knowledge of English, grammar, spelling, punctuation, and basic math), and strong oral and interpersonal communication skills.  Capacity to work as part of a team to establish and maintain effective working relationships with board members, School of Medicine staff and students, KU Endowment personnel and volunteers. 

Ability to lift at least 20 pounds.  Must have personal transportation to complete occasional office errands related to the purchase of office supplies, printing needs, and special off-campus events.

Application Instructions:

Please attach your resume and cover letter when applying for this position.
Questions regarding this vacancy may be addressed to:

Sandy Gilliland
Sr. Human Resources Associate
KU Endowment

Review of applications begins immediately and continues until the position is filled.  Because of the sensitive nature of KU Endowment business and the importance of our reputation with donors, KU Endowment conducts a comprehensive review of applicants.  By submitting your application, you authorize us to conduct reference checks and a review of available public information.  Employment is contingent upon background and reference checks that KU Endowment finds acceptable.


Department: Development

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