Administrative Assistant, Board & Donor Relations

General Position Summary

This position provides a variety of administrative support for the board and donor relations department. Reporting to the Assistant Vice President, Board and Donor Relations, the incumbent will work closely with the entire department. This position also interfaces with external stakeholders including donors, deans and university leadership.

Supervisory Responsibility: 

This position is not supervisory in nature. 

Essential Functions/Major Responsibilities

• Arranges meetings, including scheduling with participants, making room reservations, arranging for any meeting supplies and room set-up, preparing, and distributing meeting materials, and ensuring equipment and support for audio/visual needs. Coordinates with catering and facility managers as needed. Attend select meetings, take notes, and synthesize information for distribution. Provide other meeting-related assistance as needed.
• Provide department program application support including research and data entry for department members, reports, event and donor data, and support requests for applications such as Blackbaud CRM and other programs utilized by the department.
• Manage AVP’s calendar, ensuring accuracy and timely follow-up with changes. Gathers, organizes and provides all background materials on meetings and events and provides them to AVP in advance. Regularly prioritizes and arranges meetings and appointments with campus partners and external partners.
• Provides support for planning and executing events, including gathering supplies, assisting with event set-up and breakdown, staffing events as assigned for registration and logistical assistance.
• Assist with the development of manuals, policies and procedures, and centralized resources and document management systems for the department.
• Assist with the development and distribution of resources created for the PAE community to support best practices and PAE-focused protocols related to stewardship, donor event and volunteer leadership engagement activities.
• Training and supervision of student employees.
• Assist in on-boarding of new employees and facilitates standard onboarding steps for new team members.
• May provide budget and expense tracking for the department.
• Provide divisional administrative coverage as needed including support of the Senior Vice President, preparation of documentation for financial transactional processing, coverage of Donor Services communications channels and greeting of guests, distribution and support of incoming and outgoing mail, maintaining office common areas and facilitating service and trouble shooting requests as needed for office equipment.
• May assist AVP with team assignments and project due dates.
• Facilitates trip planning and manages travel logistics as requested.
• Manage supply orders for the board and donor relations department.
• Prepares documents, as assigned, including drafting, editing, proofing, and distributing memos, emails, letters, and presentations.
• Provide calendar support for divisional calendar, event team calendar, and others as identified.
• Assist with department processes as requested.
• Attend all department and PAE meetings.
• Other duties as required.
  
  

Secondary Functions

• Provide scheduled and emergency relief for the building front desk on occasion.
• Provides clerical assistance coverage for other UAF/PAE staff members as needed.
• Assists with UAF and PAE special events and meetings as needed.
  
  

Knowledge, Skills, and Abilities: 

• 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  
  
  

Minimum Qualifications

• High School Diploma or equivalent; AND
• Three (3) years related non-profit or higher educational administrative experience, OR
• Any equivalent combination of experience, training and/or education approved by Human Resources.
  
  

Preferred Qualifications

• Two years of experience in customer service in development, marketing, or higher education setting.
• Knowledge and experience of fundraising and development functions.
• Knowledge of and experience with donor database systems, such as Blackbaud CRM, or other constituent management systems.
  
  

Work Environment

• Standard office environment with close work on a personal computer in open, busy work environment.
• High exposure to a computer screen.
• This position may require sitting for long periods of time.
• May require some night and/or weekend work for event support.
• Requires ability to travel throughout campus and possibly with greater Tucson community.
  
  

The University of Arizona Foundation reserves the right to revise this job description at any time.