• Team Administrator, Foundation Relations

    New Brunswick
    New Jersey
  • Overview

    The Rutgers University Foundation seeks an energetic, positive, articulate self-starter to serve as its Team Administrator for the Foundation Relations 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 Foundation Relations, working collaboratively with all of the members of the Foundation Relations 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 presentations and supporting documents as needed, assists with drafting and editing of documents, updates the department’s web page and works with the Director of Grants Management and Administration on the tracking and timely submission of reports to donors. 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.


    Foundation Relations


    The Foundation Relations office’s mission it to secure philanthropic support from private foundations.  The Office is responsible for university-wide engagement with foundations.  Over the last five years support from foundations has contributed to over 24% of total fundraising revenue for the university. 



    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: www.support.rutgers.edu



    Specific Responsibilities and Duties:

    • Manage AVP’s calendar, including scheduling appointments, arranging and coordinating logistics for meetings, and making travel arrangements. Serves as liaison to various internal and external departments on behalf of the AVP.
    • Assist with updates to Foundation Relations website.
    • Maintain and track reporting deadlines for foundation interim and final reports.
    • Serve as a resource for generating reports from Advance, RAPSS and other university databases in order to track and measure fundraising activity.
    • Work with Office of Research and Sponsored Programs on the administration of gift processing and final grant agreements. Assists grant applicants with obtaining needed data, signatures, and forms/attachments for submissions.
    • Assist the AVP in tracking prospect management and solicitation.
    • Maintain operation schedules and production schedules for department as well as coordinate logistics for meetings and events.
    • Run reports and help create and prepare new reports and analyze data as needed.
    • 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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