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Production Assistant

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Position Information

Position Information

Present Position Number 01123W
Role Code Title Admin & Office Specialist III
Position Title Production Assistant
Position Summary

University Advancement includes all William & Mary efforts related to alumni engagement, private fundraising and philanthropic outreach, and marketing and advancement communications. William & Mary’s ability to flourish and advance as a world-class university depends largely upon the active support of these key stakeholders.

W & M invites qualified applicants to apply for the Production Assistant position and join a dynamic team of Direct Marketing professionals.

The Production Assistant reports to the Director of Direct Marketing and plays a key supportive role as part of the Direct Marketing team within the Office of Lifetime Philanthropic Engagement & Annual Giving (LPE&AG).

This position supports the Direct Marketing team’s execution of annual giving marketing communications across direct mail, email, phonathon, and new media channels based on industry best practices and strategic innovation.

Core Responsibilities include:

  • Traffic management for the Direct Marketing team, organization of production project kick-off meetings, and budget administration.
  • Assists in managing relationships with direct mail vendors and other external designer partners.
  • Assists in the production of both in-house and vendor projects, including review and proofreading, and the production of post-mailing reports for distribution.
  • Serves as primary responder to donor concerns through phone and email inquiries.
Required Qualifications


Bachelor’s degree in a related field or the equivalent combination of education, training and or experience.


  • Comprehensive knowledge and experience in a fast paced office environment with a good understanding of general office procedures, practices and prioritization of work flow.
  • Understanding of an environment of fund-raising, donor relations, and higher education with respect to confidentiality of information that relates to the donor base.
  • Strong analytical,computational and quantitative skills, with the ability to extract and analyze data, produce reports in a variety of formats.
  • Strong analytical, problem-solving and organizational skills, with the ability to resolve problems, respond to inquiries, obtain and disseminate information.
  • Demonstrated ability to manage multiple relationships and priorities concurrently within specific deadlines.
  • Strong administrative and project coordination skills with the ability to plan, manage and track projects through completion.
  • Proficiency with a variety of software applications to include web-based applications and MS Office (with strong skills in Word and Excel), to include creating mail-merges and develop spreadsheets with formulas and data links.
  • High level of professionalism, working independently and efficiently, while exercising sound judgment in all responsibilities.
  • Excellent customer service, oral and written communication skills, with the ability to work effectively with a variety of internal and external constituencies, while exercising tact and diplomacy in all interactions.


  • Experience working in an administrative support position with-in a fast-paced, customer service office environment.
Preferred Qualifications

Working knowledge with database applications and CRM systems.


  • Experience working with database applications and CRM systems.
  • Experience working in marketing and/or fundraising.
Advertised Pay Range Commensurate with experience
Department VP University Advancement Office - 610000
Location William & Mary
University Salary Range

Job Open Date 11/09/2017
Review Begin Date 11/20/2017
Job Close Date
Open Until Filled Yes
Employment Category Operational FT
Position Term 12-Month
Special Application Instructions
Conditions of Employment:
  • This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.
  • Flexibility is required as this position is subject to overtime during high peak times (to include occasional evenings and weekends around college events and deadlines), as directed and approved by the supervisor.
EEO Statement

The College of William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The College is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

Background Check Statement

The College of William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Supplemental Question

Required fields are indicated with an asterisk (*).

Supplemental Documents

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
Optional Documents