Administrative Assistant

The Eller College of Management is seeking a dynamic and motivated Administrative Assistant to provide advanced clerical and administrative support to the Eller development team under the direction of the Senior Director of Development. This position works closely with internal and external constituents including college and university administrators, staff, faculty, students, alumni and donors. This position is a member of the Philanthropy Alumni & Engagement Program (PAE) and subject to joint management by Eller College of Management 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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Administrative Support
-Maintains calendars for the Senior Director of Development; prioritizes and schedules meetings, prepares background materials as needed.
-Schedules department staff meetings.
-Proofreads proposals.
-Prepares reports as directed.

Department Support
-Serves as a first point of contact for donors, staff, and the public. Provides professional and effective customer service in all interactions.
-Acts as a contact point between Central PAE and the college or department for donor acknowledgment questions. Answers questions and provides information based on established guidelines. Create support requests as needed for any issues that may arise.
-Uses the Blackbaud Constituent Relations Database (Lynx) to prepare gift acknowledgment letters and background materials.

Office Operations & Coordination
-Orders and maintains office supplies for the Development and Alumni team.
-Facilitates travel arrangements, including reservations, conference registrations, and related reimbursements.
-Prepares expense and travel reimbursements and travel authorizations for development staff to submit to the PAE for processing and authorization.
-Supports Eller College events, which may occur during evenings or weekends.

Knowledge, Skills, &
Abilities

• Self-motivated, focused, positive attitude, flexible, and proactive.
• Highly organized with strong attention to detail and high degree of flexibility.
• Ability to identify creative solutions that address time, budget, and quality.
• Ability to develop, organize, and implement office procedures and systems.
• Ability to deal with sensitive and confidential information with tact and discretion.
• Ability to initiate and complete projects with minimal supervision.
• Proficiency in Microsoft Office.
• Strong proficiency in Microsoft Excel.
• Strong writing, editing and proofreading skills with focus on a message-oriented approach.
• Ability to quickly and effectively gather information by means of interviews, web or database research, etc.
• Ability to learn and follow established UA and UA Foundation (UAF) policies and procedures to complete work.
• Ability to explain and respond to inquiries from a variety of sources based on the established policies.
• Ability to successfully manage multiple priorities in a deadline-driven environment.
• Ability to work well with teams across a variety of departments.

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.

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

• Experience in higher education setting.
  
  
• Experience working with alumni and donors.
  
  
• Experience using constituent databases to track information.
  
  
• Experience with CRM, board portals or marketing automation systems.
  
  
• Experience with web and social media applications.