Team Administrator, Regional Major Gifts

New Brunswick
New Jersey


The Rutgers University Foundation seeks an energetic, positive, articulate self-starter to serve as its Team Administrator for the Regional Major Gifts team. The Team Administrator will provide high level administrative support with a high level of confidentiality. S/he must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues and follow through with minimal supervision.


Reporting to the Associate Vice President for Development, and working in collaboration with all members of the Major Gifts team, this position schedules appointments, arranges and coordinates logistics for meetings, makes travel arrangements for the department, runs existing reports, prepares and identifies new reports, assists with analyzing reports, assists with presentations and supporting documents as needed. S/he will also play a key role in the coordination and execution of projects in conjunction with the Rutgers Future Scholars (RFS) program. S/he will be responsible for submission of accounting items for the department (expense reports, credit card statements, check requests). The Team Administrator oversees the general management of ordering of supplies, management of files, and greeting of guests. The Team Administrator is responsible for maintaining the general operations and productions schedules of their supervisor.


Rutgers University Foundation


Created in 1973, the Rutgers University Foundation advances Rutgers’ pursuit of excellence in education, research, and public service. The Foundation provides the bridge between donors and the universities, schools, programs, faculty, and students that make up the University. The Foundation helps to match caring people with satisfying and meaningful opportunities to make gifts that have an impact on Rutgers. Founded in 1766, Rutgers is the eighth oldest institution of higher education in the nation. Today, Rutgers-New Brunswick is  a member of the Association of American Universities, is New Jersey’s premier public research institution and flagship state university. More than 100 majors offer students vast opportunities. On July 1, 2014, Rutgers University joined The Big Ten Conference of world-class universities whose member institutions share a common mission of research, graduate, professional and undergraduate teaching and public service. The Foundation is a 501© (3) tax-exempt organization with the sole mission of supporting Rutgers University. The organization includes the areas of Alumni Relations, Development and related Communications. Led by Foundation President Nevin E. Kessler and his senior cabinet – the Executive Leadership Group (ELG) – the Foundation successfully completed a $1 billion campaign in 2014 and is preparing for another multi-billion dollar campaign in the near future.


More info on the Foundation can be found on:




Specific Responsibilities and Duties:

  • Manage AVP’s calendar, including scheduling appointments, arranging and coordinating logistics for meetings, and making travel arrangements. Works as liaison to various internal and external departments on behalf of the AVP.
  • Maintain the donor acknowledgement system for all gifts received by Rutgers Future Scholars (RFS). The Team Administrator will also assist Donor Relations in creating formal reports for high level donors and other stewardship efforts.
  • Coordinate all meetings with RFS staff, maintain communication with RFS staff regarding ongoing projects and key donors, attend all RFS meetings, and oversee follow up of meeting items. This will include remaining aware of any upcoming events, meetings, donor visits, etc. and scheduling and preparing for these events. 
  • Assist the AVP in creating and executing strategic plans for major and principal gift prospects.
  • Maintain operation schedules and production schedules for department as well as coordinate logistics for meetings and events. Provide support in the case of department overflow.
  • Runs existing reports, helps identify and prepare new reports as needed and helps analyze data
  • Responsible for Department Accounts Payable and Receivable (expense reports/credit card), assists with monitoring budget
  • Oversees the general management of ordering of supplies, management of files, and greeting of guests.
  • Other duties as assigned


Qualities of the Ideal Candidate

The Team Administrator can be expected to have the following personal characteristics and professional qualifications:

  • Bachelor’s degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge an understanding of office administration, customer service, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.
  • Minimum of two years relevant experience in an administrative function, ideally in a fundraising environment.
  • Strong communication and computer literacy skills. Customer service orientation and ability to work with all levels within and outside university. Good skills in problem solving and diplomacy.


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