Job Title: List Management Assistant
Classification: C4
Department: University Development
Updated: January 2019

Job Summary

Responsible as a member of the Development Services team or managing lists and mailings. Makes decisions requiring discretion and/or judgment related to list management. Skill levels should demonstrate the ability to understand database information systems and display an aptitude to use report writing tools and perform data analysis. Attention to detail is valued as the individual will work with directors and their support staff to accurately identify populations of constituents for event and solicitation mailings as well as help to support their report writing needs. This position reports to Associate Vice President for Development Services.

Responsibilities

Essential Functions:

• Responsible for organizing and managing mailings (both postal and email) and requests for University Development, providing suggestions and guidance to meet their data needs.
  • Oversees the physical mailing process, ensuring that all mailings meet USPS address and mailing standards as well as University Development standards.
  • Oversees the mass emailing process, social media, and other electronic communication ensuring that University and division email policies and standards are met.
  • Coordinates and produces other GVSU departmental mailings when approved by the Vice President or Associate Vice President for Development.
  • Responsible for communicating and maintaining relationships with GVSU Mail Facilities and other third party mailing contractors, overseeing quality control and project management.
  • Compiles and logically formats statistical data and reports related to list management.
• Responsible for coordinating and overseeing the coding of data to identify mailings and recipients.
  • Responsible for incorporating various lists and mailings into Millennium, the University Development information system.
  • Responsible for managing the Millennium tables that support groups and lists.
• Utilizes Millennium Internet Reporting and other tools to analyze, manage data, troubleshoot, and prepare reports in support of decision making throughout the Development Division and other University departments.
  • Schedules and produces regular and ad-hoc reports.
  • Serves as one of the initial contacts for reporting needs.
  • Organizes the reporting library and produces an electronic catalog of reports and descriptions.
• Responsible for creating, maintaining, and updating files and record keeping systems, paper and/or computerized.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Participates and assists with the development of department goals and objects.
• Other duties as assigned.

Minimum Qualifications:

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Demonstrated ability to use MS Access or like tools, to update and manipulate large data sets.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully use a variety of computer software applications including Microsoft Office applications including Word, Excel, Access.
• Demonstrated experience to successfully work independently, organize own work, and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
• Excellent grammar and proofreading skills.
• Typing and spelling competency.

Preferred Qualifications:

• Some college course work.
• Higher education experience.
• Information systems experience.
• Knowledge of fundraising.
• Basic understanding of other reporting applications such as Crystal Reports.
• Understanding of the Millennium Internet Reporting tool.

Supervision Received:

Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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