Senior Administrative Specialist - Development Office

Minimum Qualifications:

Bachelor's degree or equivalent and three years of related experience.

Preferred Experience:

• Five years of related experience
• Experience with Raiser’s Edge or a similar platform.
  
  

Job Description:

To provide a high level of staff assistance to the Entity Administrative Services Team Manager in carrying out the missions of the institution. Organizes, coordinates, and performs administrative duties concerning human resource and financial management activities, and assists in the supervision of administrative staff.

Job Duties:

• Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion, judgment, and confidentiality.
• Plans, organizes, and coordinates administrative duties.
• Assists team members in attaining goals and objectives, as well as troubleshooting problems with documented resolutions.
• Coordinates and interacts with other members of the Development Office and other associates within the University; interacts by phone and e-mail with external constituents, including donors and volunteer leaders.
• Identifies operational problems and implements changes to provide solutions.
• Prepares or directs preparation of reports (standard and ad-hoc) to produce constituent reports, and other reports, as needed.
• Prepares meeting agendas as well as attends meetings with or in lieu of the Major Gifts team.
• Maintains a broad organizational perception to effectively carry out the internal and external relationships of the office.
• Adheres to internal controls established by the department.
  
  

Leadership Support – 25%

Provides administrative support to the Major Gifts Team, including a representation of Senior Directors, Directors, Associate Directors and/or Assistant Directors of Development (DoDs)

• Develops and maintains comprehensive administrative processes that improve the efficiency of day-to-day operations
• Prepares and modifies documents such as memos, notifications, letters, note cards, and emails
• Prepares agendas for meetings
• Manages and updates Major Gifts team calendars to include day-to-day meetings, appointments, and training
• Oversees and coordinates the logistical planning of donor meetings, events, and site visits
• Schedules meeting with key participants
• Reserves and prepares meeting rooms, purchases refreshments, AV set up, etc.
• Prepares packets and necessary documents
• Collects, analyzes, and compiles confidential donor information for reports and profiles to help DoDs prepare for critical fundraising meetings
• Provides specialized support to the Gift and Estate Planning staff, including but not limited to helping to coordinate e-mail distributions, maintaining accurate records, tasks related to stewardship, and other duties as required
• Researches and prints articles or other related documents of interest for constituents and prepares notes for signature
• Researches and responds to email requests on behalf of DODs, pertaining to gifts, accounts, and general inquiries. Problem solves and provides responses and information in a timely manner
• Generates a monthly birthday list, and prepares birthday cards for signature
• Other assistance, as needed
  
  

General Administrative Tasks – 15%

• Helps facilitate Donor Site Visits (prepares agenda and control book, reserves room, orders refreshments, coordinates room set up, etc.)
• Validates parking through the Parking Validation System for donors attending university-sponsored events or meetings
• Maintains adequate inventory of office supplies, marketing materials, etc.
• Handles overflow work for partner teams in the Development Office and provides back-up support and appropriate office coverage when needed
• Manages the annual asset inventory review, space survey, and records retention requirements
  
  

Travel and Expense Management – 20%

• Manages all aspects of DOD's travel, which includes: booking flights, hotel reservations, and car rentals
• Prepares Travel Authorization and Travel Expense Reports and obtains signatures for approval for the Major Gifts Team, Development Administration, Alumni Relations, and Development Services
• Processes Petty Cash Advances
• Manages and reviews Corporate Southwest Business Account (SWABIZ) for employee accuracy and billing
• Works with UTMB-approved contract vendors to secure optimal rates for the Office of Development
• Plans travel for Major Gifts Team
• Coordinates and creates complex travel itineraries for multi-city and state cultivation meetings
• Creates targeted donor packets
• Creates geographical maps to help establish optimal travel distances and locations for efficiency in donor cultivation trips
• Builds queries to identify key constituents (both managed and unassigned) within the counties assigned to the DOD
• Collects and analyzes all travel documentation/receipts for submission into PeopleSoft
• Monitors CBA account; researches and justifies outstanding balances; reconciles accounts
• Processes invoices and reimbursements received in the Development Office
  
  

Raiser’s Edge Software – 20%

• Collaborates with the Major Gifts Team to ensure the ongoing review of constituent data, department records, and report data/information for accuracy through Raiser’s Edge and makes any necessary updates in coordination with Development Services
• Compares and analyzes Raiser’s Edge reports to ensure that information and gift totals are documented and entered correctly
• Notifies Development Services of necessary updates and changes
• Works closely with Data Management and Processing and makes recommendations for changes/enhancements to better serve the reporting needs of the Major Gifts Team
• Runs Raiser’s Edge reports to help facilitate and enhance donor meetings
• Enters actions in Raiser’s Edge to document donor meetings, gift receipts, correspondence, etc.
• Prepares gift transmittal forms to include constituent and gift information to assist gift processors in documenting and entering donor gifts. Processes financial documents, including cash, checks, etc.
• Uploads including correspondence, appointment letters, and proposals
  
  

Other – 5% Move to General Admin Tasks

• Follow up with constituents to confirm meetings and/or attendance at events
• Manages US Mail and Overnight Shipping
• Provides excellent customer service to all internal and external entities
• Maintains and distributes the Development Office extension and birthday lists
  
  

Salary Range:

Salary commensurate with experience.

Work Schedule:

Onsite,

Monday through Friday, 8 am to 5 pm, and as needed on occasion

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Primary Location

United States-Texas-Galveston

Work Locations

0148 - Administration

Job

Business, Managerial & Finance

Organization

UTMB Health

Regular

Shift

Standard

Employee Status

Team Lead / Technical

Job Level

Day Shift

Job Posting

Mar 25, 2025, 3:20:35 PM