The University of Arizona Foundation · 1 month ago
Administrative Assistant, Gift Planning
Tucson, AZ
Full-time
Onsite
Mid Level
3+ years expThe University of Arizona Foundation is dedicated to enhancing philanthropic efforts, and they are seeking an Administrative Assistant for their Office of Gift Planning. This role involves providing advanced administrative support, managing office communications, scheduling, and coordinating events while maintaining a high level of professionalism and confidentiality.
Fundraising
Responsibilities
Act as the first point of contact for the Office and greet visitors in a friendly manner in person and on the phone
Receive requests, answer non-gift-related questions/inquiries, and provide timely assistance to donors where needed
Manages the Office team calendar and assists with scheduling appointments
Process mail twice daily, which includes sorting and delivering mail to appropriate staff
With supervision and direction from the AVP, works with internal Foundation teams to coordinate planning, logistics, and hosting of regularly scheduled special events and meetings. Serves as a secondary Office liaison concerning information about the program or events being conducted or hosted. Communicates arrangements to appropriate individuals and resolves scheduling conflicts/issues
On behalf of the Office and self, generates correspondence, reports, and other documents on own initiative or from rough draft; corrects grammar, spelling, and punctuation errors. When appropriate, manage mailing preparation and scanning of correspondence including donor legacy society, endowment agreement certificates, insurance communication, vendor statements, and marketing responses
Maintains information in Foundation database. Pays close attention to detail and provides quality control check on data. When asked, makes changes to database notes, event maintenance, and gift information. Generates requests for research and modification of information with Foundation information technology and research
Compiles information from Foundation database and other sources to generate reports and mailing lists based on direction
Assists Office with gift acknowledgements and prepares regular and ad-hoc reports
Coordinates complex integration of Office data between paper processes, online file systems, third-party trust provider vendor, Foundation accounting systems, and Foundation database
Prepares departmental check requests, gift disbursements, travel authorizations, and expense reimbursement requests
Prepares requested materials for donor and other visits of development officers within the Office
Answers departmental telephones and transfers calls to appropriate members of the Office
Relieves building security personnel for coverage as needed
Assists with stocking office and printer/copier supplies for the Office and other shared users
Performs other related duties as assigned
Qualification
Required
High School Diploma or equivalent
Three years clerical/administrative experience
Ability to organize and prioritize multiple tasks and timelines to meet deadlines
Ability to be diplomatic in handling community and campus inquiries; capable of handling highly sensitive and confidential information and maintaining confidentiality at all times
Excellent time management and organizational skills
Ability to accurately follow instructions and promptly follow through with delegated tasks
Ability to build and maintain productive relationships with donors, development colleagues, and UA faculty and staff members
Proficient with MS Office Suite (Word, Excel, Outlook, PowerPoint, etc.)
Physical ability to operate basic office machinery
Ability to work in a team-based environment and learn new skills as the work environment and customer needs change
Create and deliver regular reports, dashboards, and presentations to communicate key insights and performance metrics to stakeholders
Ability to understand and follow all Federal, UA, and PAE policies and procedures, including UA and PAE scholarship and financial aid policies, as well as the UA Gift Policy
Strong work ethic and self-motivated
Ability to solve problems and use professional judgment and discretion
Proven ability to focus on accuracy and provide attention to detail
Excellent oral and written communication skills and ability to work effectively with individuals at all levels; excellent interpersonal skills
Exceptional customer service skills, including phone etiquette, with the ability to diffuse tension and maintain positive demeanor in all situations
Experience analyzing data to develop reports
Preferred
Associate or bachelor's degree
Clerical experience in a gift planning or development office
Knowledge of donor database systems
Knowledge of tax, charitable planning, and financial terms
Company
The University of Arizona Foundation
Our Mission: Advancing the University of Arizona by building relationships, securing philanthropic support and stewarding assets.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase