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ADMINISTRATIVE DUTIES HANDBOOK

ADMINISTRATOR:    VICE PRESIDENT FOR INSTITUTIONAL ADVANCEMENT AND PRESIDENT OF THE MUW FOUNDATION

The Vice President for Institutional Advancement reports directly to the President and is responsible for directing the area of administration that includes public affairs, development, alumni affairs, web services and sponsored programs. This position also serves as President of the MUW Foundation.

Responsibilities:

    Oversee, coordinate, and evaluate the work of all units of the Division for Institutional Advancement to ensure effective operation.

    Directly manage the Executive Director of Development, the Director of Public Affairs, the Director of Alumni Relations, the Director of Sponsored Programs and the Webmaster.

    Evaluate the performance of the staff of Division of Institutional Advancement which consists of the departments of Development, Alumni Relations, Public Affairs, Sponsored Programs and Web Development.

    Serve as the administrative liaison to the MUW Foundation Board of Directors and assist the Director of Alumni Relations in work supporting the MUW Alumnae Association.

    Plan, initiate, and oversee all programs of fund raising for the University and Foundation.

    Plan, initiate, and evaluate any Capital Campaign related activity.

    Plan, oversee, and participate in the identification of prospective donors and cultivate and solicit key prospects in collaboration with staff and volunteers.

    Serve as a Lobbyist for the University with the Mississippi Legislature and United States Congressional delegation.

    Participate in regular meetings of the Administrative Council, President’s Cabinet, and committees as assigned by the President of the University.

    Create and implement strategies, which increase visibility and the position of the University in the market place through strong communications, public relations, and support of marketing programs.

    Develop communication plans to support University priorities and campus wide activities.

    Provide reports as required for the IHL Board and staff.

    Is discrete and confidential about the activities of the Division of Institutional Advancement and the administrative functions of the University.

    Perform other duties as assigned by the President.

Organizational Structure:

The following administrators report directly to the Vice President for Institutional Advancement:

    Director of Alumni Relations
    Director of Public Affairs
    Director of Sponsored Programs and Grant Writer
    Director of Web Development/University Webmaster
    Executive Director of Development

ADMINISTRATOR:    DIRECTOR OF ALUMNI RELATIONS

The Director of Alumni Relations reports directly to the Vice President for Institutional Advancement and is responsible for keeping alumni informed about and interested in their University and its welfare, accomplishments, and needs. The Director is also responsible for maintaining and enhancing services to University alumni in serving as the Executive Director of the MUW Alumni Association.

Responsibilities:

•    Plan and direct alumni affairs, and work with the administration, faculty, staff and students to determine best ways for alumni to support university activities and needs.

•    Maintain adequate and up-to-date records of alumni and publish as appropriate and permitted via university publications.

•    Plan and direct Homecoming activities and work with the appropriate alumni representatives of class reunions and university personnel to support the activities held each year in connection with Homecoming.

•    Plan and direct other events for alumni, such as four Alumni Association meetings each year, and other scheduled activities for alumni returning to the campus

•    Act as a guide and host to any alumni returning to the campus for a visit at any time.

•    Keep MUW Alums informed on current campus activities and alumni news through editing and distributing, in collaboration with Public Affairs, Visions three times a year and developing and distributing an electronic newsletter no less than quarterly.

•    Visit the alumni clubs already established, and take programs to them or participate in their programs.

•    Establish new alumni chapters, clubs, constituency organizations and individuals to share with them the activities of the alumni association and the Office of Alumni Relations.

•    By personal contact, brochures, letters, etc., encourage interest in the University.

•    Serve as a representative of MUW and of alumni in University and community affairs.

•    Serve as a member of the Inter-Alumni Council.

•    Develop friendly relations with the students - future alumni.

•    Cooperate with all departments at MUW by information pertaining to alumni data as appropriate.

•    Work with the appropriate university personnel to prepare the budget and to establish the purpose and objectives for the Office of Alumni Relations in conjunction with the mission, guiding principles and overall goals of the university.

•    Write an annual report consisting of duties performed by the Office of Alumni Relations.

•    Perform other duties as assigned by the Vice President of Institutional Advancement.

ADMINISTRATOR:    DIRECTOR OF PUBLIC AFFAIRS

The Director of Public Affairs reports directly to the Vice President for Institutional Advancement and is responsible for marketing the University to external publics and for interpreting the institution to these publics.

Responsibilities:

    Provide leadership and supervision to the Office of Public Affairs.

    Serve as the chief manager of the public information bureau and assist with the promotion of special events.

    Assist the University administration and faculty in the development of releases of public information and in the production of recruitment, alumni, and academic publications.

    Recommend sources for the dissemination of public information about the institution and its employees.

    Serve as the primary University liaison with the press and media.

    Represent the President as the University spokesperson in the absence of the chief executive officer, except in those situations when other members of the President’s Cabinet are the appropriate and designated spokesperson.

    Represent the President, as requested, at meetings of a public service/public relations nature.

    Enhance the visibility of the institution to external publics through concentrated activities, projects, and programs, which bring international, national, state, and regional attention to the institution.

    Collaborate with the Vice President for Student Services and Admissions team in marketing the University to external publics.

    Collaborate with the Director of Web Development/University Webmaster to conceptualize and implement effective editorial design for the web site.

    Plan training sessions for work-study students and University staff in public and student relations.

    Perform other duties as assigned by the Vice President for Institutional Advancement.

ADMINISTRATOR:    DIRECTOR OF SPONSORED PROGRAMS AND GRANT WRITER

The Director of Sponsored Programs and Grant Writer reports directly to the Vice President of Institutional Advancement. This position is responsible for the administration of sponsored programs, conducting pre-award contractual negotiations of fiscal and administrative matters, and assisting with post-award matters.

Responsibilities:

    Assist faculty, students, and staff in all aspects of pre-award and post-award activities.

    Edit and assist in the writing of proposals for faculty and administrators; prepare budgets and budget narratives.

    Review proposals for consistency with university and sponsoring agency missions, policies, and regulatory compliance.

    Negotiate awards and contracts for the university.

    Audit sponsored program accounts and prepare financial agency reports.

    Conduct workshops on grant writing and proposal development.

    Maintain records of grant activities for periodic reports to comply with federal and university requirements.

    Serve as project director for the Scientific and Historical Enrichment Project grant project.

    Perform other duties as assigned by the Vice President for Institutional Advancement.

ADMINISTRATOR:    DIRECTOR OF WEB DEVELOPMENT/UNIVERSITY WEBMASTER

The Director of Web Development and University Webmaster reports directly to Vice President of Institutional Advancement and is responsible for aligning the content and design of the University web site with MUW’s Mission.

Responsibilities:

    Develop and maintain central and supporting pages of the University’s web site.

    Collaborate with the Director Public Affairs, Vice President for Student Services, and the Admissions team to develop long-term plans that ensure a positive and consistent web presence that aligns appropriately with admissions materials and supports recruitment efforts.

    Collaborate with Graphic Designer and Director of Public Affairs to conceptualize and implement effective editorial design for web site.

    Work with academic and administrative departments to identify needs for new information and on line functions out side of those offered by a portal package.

    Closely monitor site to identify and remove outdated information.

    Keep abreast of current web technology and continually pursue new web initiatives that will enhance the University’s image.

    Register the University with search engines and establish links from other sites that direct desired audiences to the University’s web site.

    Survey other web sites (particularly those in higher education) for examples to emulate or avoid.

    Make planning and budgeting recommendations to support the site.

    Work with Information Technology Services on site security and server issues as appropriate.

    Assist in setting specific, measurable goals for the web site and recommend strategies to improve results.

    Perform other duties as assigned by Vice President for Institutional Advancement.

ADMINISTRATOR:    EXECUTIVE DIRECTOR OF DEVELOPMENT

The Executive Director of Development reports directly to the Vice President for Institutional Advancement and is responsible for supporting the advancement activities of the institution.

Responsibilities:

    Direct the management of the total development program.

    Plan the work of the Office of Development.

    Assist in developing programs and materials to enhance the University’s image and promote fund-raising programs.

    Identify potential contributors to special project funds and supporters of institution’s ongoing operations through examination of past records, individual and corporate contacts, and knowledge of community.

    Organize a direct mail campaign to reach potential contributors in coordination with the Annual Giving and Planned Giving Directors.

    Plan and coordinate benefit events such as the Welty Dinner and other such functions.

    Inform potential contributors of special needs of the University and encourage individuals, corporations and foundations to establish or contribute to special funds through endowments, trusts, donations of gifts-in-kind, or bequests, conferring with attorneys and financial planners to establish methods of transferring funds to benefit both donors and the University.

    Assist in grant application activities.

    Supervise and coordinate activities of workers engaged in maintaining records of contributors and grants and preparing letters of appreciation to be sent to contributors.

    Represent the Vice President of Institutional Advancement and President at specific functions as requested by the Vice President of Institutional Advancement.

    Perform other duties as assigned by the Vice President of Institutional Advancement.