Administrative Assistant

This position reports to the Senior Director of Development within the College of Agriculture, Life and Environmental Sciences (CALES) and works closely with the CALES development team and the greater Philanthropy and Alumni Engagement (PAE) team. This position provides a variety of administrative and support-related activities for the SVP as well as units/colleges which fall under their leadership. As such, it requires a high degree of professionalism, discretion, confidentiality, initiative, and organization; accuracy and attention to detail; use of good judgment; and an ability to set priorities and handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills, and a high degree of computer proficiency.

This position is a member of the Philanthropy Alumni & Engagement Program (PAE) and subject to joint management by CALES and the University of Arizona Foundation as specified in the Amended and Restated Development Services and Asset Management Agreement dated July 2, 2021.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Provides quality customer service at all times and ensures that office operations are efficient and in compliance with UA Foundation (UAF) and department policies and procedures.
• Screens incoming inquiries as needed to provide prompt attention and effectively manage customer/donor expectations.
• Schedules meetings and appointments with Philanthropy and Alumni Engagement (PAE) staff, campus leaders, development officers, prospects, donors, and other individuals as requested by supervisor.
• Distributes daily mail.
• Assists with CALES or PAE special events including homecoming and meetings as needed.
• Manages Senior Director's calendar and prepares materials for meetings.
• Assists with meeting logistics, including preparing and submitting invitations and room reservations; selecting, ordering, and working with catering on food and beverages; printing, collating, and distributing materials, audio/visual equipment, etc.
• Works with PAE central service teams and development officers to submit updates to donor bio/dem data in Lynx.
• Prepares reimbursements and purchase orders.
• Serves as point of contact for campus partners, when requested by leadership, for questions related to UA/UAF and college systems and services and to assist with events.
• Assists with planning, drafting and editing written correspondence, proposals and other materials to donors and executive leadership.
• Prepares gift transmittal forms and non-gift deposit transmittal (and is knowledgeable about required documentation and fund numbers assigned) for PAE Financial Services.
• Proficiently utilizes Blackbaud Constituent Relations Database (Lynx) for preparation of gift acknowledgement letters and background materials in accordance with PAE and department standards and procedures.
• Proficiently uses Lynx to record follow up activities and complete regular data quality control checks and prepare reports.
• Facilitates travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc.
• Prepares expense and travel reimbursements and travel authorizations for development staff for processing and authorization.
• Help keep office files organized and up to date, including basic project tracking.
• Organizes and facilitates campus tours to prospects, donors and/or other individuals at the direction of the Senior Director.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of office and business procedures.
• Commitment to working in a collaborative team environment with shared goals.
• Ability to work efficiently with a wide variety of individuals, including donors, PAE colleagues, deans, faculty and staff.
• Excellent communication and interpersonal skills.
• Ability to effectively communicate both verbally and written.
• Demonstrated commitment to exceptional customer service with the ability to translate the PAE guiding principles of donor-centricity and collaboration into work practices.
• Ability to recognize and handle highly confidential and sensitive information in a discrete and professional manner.
• Work with excellent organizational skills and attention to detail.
• Be able to work independently with the ability to prioritize multiple projects and meet strict deadlines for deliverables.
• Ability to anticipate and discern work priorities and meet deadlines with little supervision.
• Adept at problem-solving and using judgment in situations requiring initiative, tact, and confidentiality.
• An exceptional work ethic and track record of personal initiative required.
• Openness to new ideas and personal flexibility with the ability to adapt and succeed in a multi-task, fast-paced environment with changing processes and occasional ambiguity.
• Ability to inspire cooperation and participation.
• Proficiency in the use of personal computers and Microsoft Office software (Word, Excel, PowerPoint, and Outlook).
• Proficiency or ability to learn additional software required to perform the essential duties of the position.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

• Experience in writing/editing correspondence.
• Experience in customer service in development, marketing, or higher education settings.
• Experience with fundraising and development functions.
• Experience with relational database systems, such as Lynx, or other constituent relationship management systems.