Advancement Operations Generalist 1, Libraries Advancement team – University of MN Twin Cities

Advancement Operations Generalist 1

Job ID 347394
Location Twin Cities
Job Family Advancement
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 8341AO
Employee Class Civil Service

About the Job

Job Title: Advancement Operations Generalist 1
Job Code: 8341AO
Work Days: Monday – Friday, with occasional weekend and evenings hours
Salary Range: $17.83 + DOQ

Overview: The Advancement Operations Generalist is a critical member of the Libraries Advancement team and reports to the Director of Advancement. The person in this position will be a self-starter who is able to prioritize workload and work collaboratively with Advancement team members and colleagues at the University of Minnesota Foundation. Three critical areas of focus have been aligned within the Advancement Associate’s duties to ensure that Advancement strategies with key stakeholders are achieved: donor stewardship and research, managing the Libraries’ annual giving programs, and events planning and support.

Donor Stewardship and Research (50%)

  • Formulate stewardship strategies and tactics to establish and expand a culture of giving across numerous constituencies. Responsible for coordinating a comprehensive stewardship program to build long term giving relationships and a legacy of increasing support with alumni, and benefactors by focusing on education, cultivation, and stewardship. Duties include:
  • Develop and manage donor stewardship materials, including stewardship report calendar, and annual reports on endowments that demonstrate impact.
  • Responsible for the day-to-day operation of donor acknowledgement, including weekly gift processing, updating address changes, preparing, mailing acknowledgement materials, and maintaining donor files.
  • Communicate information regarding gifts and donations to Libraries staff as appropriate.
  • Maintain accurate and up-to-date data entry on all donors in the Donor Management System, including requirements and procedures for in-kind gifts
  • Oversee administrative processes associated with use of DMS data, including but not limited to fund set up, donor tracking/maintenance, donor and invitation lists, updates for event data.
  • Maintain expert knowledge of DMS, particularly with regard to data analysis.
  • Maintain thorough knowledge of University of Minnesota Foundation (UMF) policies and practices regarding data entry and utilization and assure Libraries compliance.
  • Assist Director of Development with donor research, managing coordination with UMF research staff and DMS updates.

Annual Giving (35%)

  • Manage Libraries’ annual giving programs and provide support for the Libraries’ endowed chair campaigns, including planning and production of annual appeals and special appeals; participate as active member of the Libraries Advancement team.
  • Work with Libraries’ development and  communications staff and UMF annual giving staff to develop fundraising and membership appeals, including direct mail, email, social media, and marketing efforts and electronic follow up.
  • Identify criteria for direct mail promotion and fundraising.
  • Ensure clear communication of data requirements to the UMF and to the Libraries for direct mail and other annual appeal marketing.
  • Serve as a liaison with the UMF annual giving staff and represent the Libraries at meetings with UMF.
  • Ensure compliance with UMF policies regarding privacy protections.

Event Planning and Support (5%)

  • In accordance with University Libraries policies, assist with logistical planning, coordination, and execution for events, in support of the Libraries Events Coordinator.
  • Solicit staff and volunteer participation, develop and execute event-related training, and ensure accurate and complete execution of all event logistics.
  • Help determine invite mailing lists, track reservations, and coordinate invite mailings when needed.
  • Assist in coordinating catering, beverage services, and submit any necessary permits.
  • Create, proof, print, and assemble guest materials — name tags, event programs, confirmation packets, invitations, etc. — in collaboration with Advancement staff.
  • Collaborate with communications staff on post-event emails to attendees.

Administrative support and other duties as assigned (10%)

  • Collaborate and work with all members of the Libraries Advancement team and support day-to-day operations and organization of the department.
  • Independently manage projects as needed to meet department needs, including coordination of internal and external stakeholders to ensure projects are completed successfully, accurately, and on-time.
  • Manage requisitions and vendor payments.


Required Qualifications

  • Bachelor’s degree or a combination of related education and work experience to equal four years
  • Proficiency in database management systems, Microsoft Word, Excel, and PowerPoint.
  • Excellent organizational skills with extreme attention to detail
  • Ability to collaborate with multiple internal and external stakeholders
  • Ability to manage multiple priorities

Preferred Qualifications

  • Experience handling sensitive and/or confidential information with tact and diplomacy
  • Commitment to a work culture that respects and embraces diversity, inclusion, and equity
  • Experience analyzing and solving complex situations and issues clearly, creatively, and critically
  • Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion
  • Development and/or fundraising experience
  • Excellent oral, written, and interpersonal communication skills
  • Proficient with Google Data Studio
  • Available for occasional evening and weekend work
  • Experience with the University of Minnesota’s Donor Management System

About the Department

The Communications Office at the University of Minnesota Libraries strengthens awareness of, support for, and engagement with the Libraries by:
  • defining and implementing overall strategy for Libraries communications
  • enhancing and shaping the Libraries’ reputation and image
  • conveying the Libraries’ value to key constituencies
  • demonstrating the Libraries’ relevance and significance
  • connecting audiences and user groups with services, programs, and events at the Libraries
Our job is to tell the story of the many amazing things happening at the Libraries. We can help you tell that story by creating and implementing marketing and promotional plans for events, exhibits, programs, and services at the Libraries. This includes:
  • Identifying the audience(s) for your event, exhibit, program, or service and determining the best way to reach and attract them.
  • Writing, editing, and designing print and electronic promotional materials (brochures, posters, postcards, web sites, e-mails, videos, social media, and other publications).
  • Managing production of print and electronic promotional materials (printing and bulk mailing for print publications; mass e-mail testing and sending)
  • Working with University, local, national, and specialty media to garner coverage of Libraries events, exhibits, programs, and services.


Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning.  We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

  • Competitive wages, paid holidays, and generous time off
  • Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
  • Low-cost medical, dental, and pharmacy plans
  • Healthcare and dependent care flexible spending accounts
  • University HSA contributions
  • Disability and employer-paid life insurance
  • Employee wellbeing program
  • Excellent retirement plans with employer contribution
  • Public Service Loan Forgiveness (PSLF) opportunity
  • Financial counseling services
  • Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.

To request an accommodation during the application process, please e-mail or call (612) 624-UOHR (8647).


The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To learn more about diversity at the U:

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit:

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.