As an independent research organization, the Morgridge Institute for Research explores uncharted scientific territory to discover tomorrow’s cures. In affiliation with the University of Wisconsin-Madison, we support researchers who take a fearless approach to advancing human health in emerging fields such as regenerative biology, metabolism, virology and medical engineering. Through public programming, we work to inspire scientific curiosity in everyday life.
The Advancement Administrative Assistant is responsible for all administrative aspects of development and public relations activities for the Morgridge Institute for Research as well as providing administrative support to the Chief Development Officer and the Chief Communications Officer. This position operates with a wide level of discretion and independence and requires a high level of confidentiality.
- Manage and coordinate calendars and meetings by scheduling, generating agendas, reserving rooms, inviting attendees and booking resources/catering, as needed.
- Process monthly expense reports, reimbursements, travel logistics, budget management assistance and other billing duties.
- Support and staff events, maintain guest lists, gather and prepare registration materials, programs and projects for communications and development events as assigned.
- Coordinate productions and mailing of annual fund, spring and year-end appeal letters, holiday cards as well as co-management of mail house relations.
- Post timely information and annual updates on the Institute’s intranet site, Helix, create slides for the TV monitors and media wall and work with HR to schedule and organize staff meetings.
- Provide editorial contributions to communications team as requested, regarding events, awards and milestones.
Process donations and prepare acknowledgement letters and other correspondence.
- Coordinate, maintain and accurately enter confidential gift and donor data into the Institute’s development database.
- Handle all administrative details associated with the Institutional Advancement Committee meetings (i.e. prepare and distribute notices, agendas, minutes, etc.).
- Serve as liaison with vendors for needed branded materials.
- Collaborate with research themes regarding procurement of promotional items.
- Other miscellaneous duties as assigned/required by the Chief Development Officer and Chief Communications Officer.
To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be considered and may be made to enable individuals with disabilities to perform the primary responsibilities.
Education and Experience:
- Associate degree in business, administration or a related field
- A minimum of five years’ experience in an administrative position, preferably in a not-for-profit development office
Knowledge, Skills and Abilities Required:
- Proficiency with a variety of computer software applications (Microsoft Word, Excel, PowerPoint and Outlook) required Excellent verbal and written communications skills
- Ability to maintain high level confidentiality
- Excellent interpersonal skills
- Ability to organize, prioritize, multitask and meet deadlines
- Strong ability to take initiative and problem solve
- Demonstrated ability to collaborate with a team and work independently under general direction
- Familiarity with Basecamp, Slack and Salesforce preferred
- Editorial and Style Guide knowledge strongly preferred