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(Multiple Positions) Administrative Associate, Development

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Please see Special Instructions for more details.

Please address which unit/college you are interested in working for and why in your cover letter.

Position Details

Position Information

Title (Multiple Positions) Administrative Associate, Development
Department Development Office (9903)
Location Main Campus
Position Summary

Reporting to the University Development Program (UDP) and assigned to a specific college/department or unit, this position performs varied advanced secretarial and administrative work unique to the University Development Program requiring initiative and independent judgment. Multiple positions are currently available within the development offices of Research, Discovery and Innovation (RDI), College of Social and Behavioral Sciences (SBS), College of Engineering, and the College of Agriculture and Life Sciences (CALS).

These positions will take direction and be managed by the Senior Director of Development for each area and work closely within the assigned unit’s development team, as well as University of Arizona Foundation and University Development Program team members. This position requires a high degree of professionalism, discretion, and organization; accuracy and attention to detail; use of good judgment; excellent communication and interpersonal skills; an ability to set priorities and handle multiple projects; and a high degree of computer proficiency. Incumbents work independently under general direction, keep official records, recommend administrative policies, and interpret guidelines, procedures, policies and practices. Incumbents will have contact with high-level constituents requiring use of business vocabulary, tact, discretion and judgment. This position is not supervisory in nature.

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff, and faculty engagement in addressing issues of diversity and inclusiveness.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!
Accepting a new position is a big life step. We want potential candidates and their families to be able to make informed decisions. Candidates who are considering relocation to the Tucson or Phoenix area, and have been offered an on-site interview, are encouraged to use the free services offered by Above & Beyond Relocation Services (ABRS). Ask your department contact to be introduced to ABRS prior to your visit.

The University of Arizona has been recognized on Forbes 2015 list of America’s Best Employers in the United States and has been awarded the 2015 Work-Life Seal of Distinction by the Alliance for Work-Life Progress! For more information about working at the University of Arizona, please click here.

Duties & Responsibilities

Administrative Support

• Ensures quality customer service is provided at all times.
• Ensures office operations are efficient and in compliance with UDP and department policies and procedures.
• Screens incoming inquiries from donors, colleagues, and the public to provide prompt attention and effectively manage customer expectations.
• Schedules meetings and appointments with development officers, UA unit deans and directors, donors and other individuals as requested by supervisors. Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence.
• Proactively manages Sr. Director’s calendars to include high-level donor visits and various department and UDP meetings.
• Creates and maintains email distribution lists of various UDP groups for use by supervisors.
• Point of contact for phone calls and visitors for assigned unit’s development office, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
• Perform other tasks as assigned.


• Acts as a liaison between assigned unit’s development office and UAF.
• Query new prospects by location for development officer visits.
• Proactively call/email new prospects for appointments.
• Proficiently utilizes Raiser’s Edge (RE) database for preparation of gift acknowledgement letters and background materials in accordance with UDP and department standards and procedures. Ensures accuracy through background research on gifts and donors, quality control checks on data, and a thorough proofreading process.
• Works with the assigned unit’s development office to generate lists for the purpose of gift acknowledgement.
• Enters development staff activity and other information into the Raiser’s Edge database, as requested.
• Assists in supporting unit development team priorities and events.
• Arranges development officer meetings, training seminars, and other meetings as requested.
• Monitors the status of grant proposals and provides research support for the department in coordination with the UDP Development Research Team.
• Travel around campus may be required.
• Must be able to work evenings and weekends for special events.


• Maintains and reconciles budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases.
• Helps keep office files organized and up-to-date.
• Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
• Makes travel arrangements for the office staff, including reservations for airplane flights, rental cars, hotels, conferences, etc.
• Prepares reimbursements and purchasing orders for development-related expenses.

Knowledge, Skills, & Abilities

• Knowledge of basic accounting/budgeting procedures.
• Excellent knowledge of office and administrative procedures and policies.
• Skill in developing and maintaining good working relationships.
• Ability to coordinate marketing materials and department website.
• Ability to handle multiple projects.
• High organizational skills.
• Ability to create proposals and prepare presentations.
• Ability to problem-solve and make decisions.
• Ability to effectively communicate.
• Ability to work independently and as part of a team.

Minimum Qualifications

Please see ABOR requirements listed below.

Arizona Board of Regents Minimum Qualifications

Bachelor’s degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications

• Highly self-motivated with the ability to work independently.
• Proficient with MS Office (Word, Excel, MS Outlook, etc.)
• Ability to operate basic office machinery.
• Experience with the Raiser’s Edge (RE) donor database or other constituent database software.
• Knowledge of UA campus.
• Prior experience in a development/advancement program.
• Detail-oriented.
• Specific interest and knowledge of college or academic unit.

Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Exempt
Posted Rate of Pay DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S22625
Number of Vacancies Multiple
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Samantha Sowerby

Applications must be submitted online. Click “Apply for this Job” to do so.

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Open Date 01/11/2017
Review Start Date 01/24/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant

Please address which unit/college you are interested in working for and why in your cover letter.

Quick Link for Internal Postings
Diversity Statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Can you perform the essential functions (job duties) of this position with or without accommodation?
    • Yes
    • No
  2. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • Hispanic Outlook in Higher Education
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  3. * Do you have a Bachelor's degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents