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Administrative Assistant, Humanities Administration

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Position Details

Position Information

Title Administrative Assistant, Humanities Administration
Department Humanities Administration (0427)
Location Main Campus
Position Summary

The College of Humanities (COH) seeks a highly motivated and enthusiastic individual to fill the position of Administrative Assistant in the college’s Development Office. As the Development Assistant, the person in this position will take initiative and be responsible for facilitating key aspects of the donor stewardship plan, assisting as a point of contact for development-related inquiries and providing a high level of customer service to constituents. The person in this position will also acknowledge gifts and prepare routine electronic reports, update donor records to ensure data integrity, handle print and electronic correspondence, schedule meetings and events, and assist with data documentation associated with donor-related activities and events. Therefore, the selected candidate must demonstrate strong interpersonal skills, judgement, and discretion. A high degree of computer and data base proficiency, attention to detail, creativity and initiative are crucial to success in this position. This position supports the Associate Director of Development, the College’s development unit and is part of the larger UA Development Team.

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 retirement plan; access to UA recreation and cultural activities; and more!

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities
  • Monitor and accurately process gift and development event acknowledgements with detail and personalization
  • Maintain college stewardship plan, bi-weekly gift acknowledgment letters, and systemization of department reports
  • Partner with COH External and Alumni Relations team to plan and staff development events
  • Maintain development materials and websites
  • Regularly perform data entry and other development-related documentation including:
    • Compiling mailing lists for donor/prospect communication
    • Compiling guest lists for development events, activities, awards and recognition
  • Maintain calendar and coordinate appointments for Associate Director of Development
  • Assist Associate Director of Development with travel arrangements
  • Assist in providing research profiles for prospect meetings, post-visit follow-ups and processes
  • Conduct basic research to identify potential donors and update records in the constituent database according to established protocols
  • Partner with COH External and Alumni Relations and UA Foundation Annual Giving Office as appropriate to coordinate material for annual giving campaigns within COH and its units
  • Support online giving opportunities and UA Cares fundraising campaign for COH
  • Quickly and accurately process Development unit financial transactions including:
    • Expenses and charges
    • Unit financial reporting in collaboration with other staff
    • Distribution and follow up with COH and other university units as appropriate
  • Assist with metrics reporting related to monitoring development efforts including:
    • Monthly gifts and endowments
    • Monitoring Development unit actual-to-budget activity
  • Respond promptly and cordially to general donor inquiries via phone, mail, and email.
  • Provide general administrative office support for the Development unit
  • Abide by all COH / University of Arizona / University of Arizona Foundation policies and procedures
Knowledge, Skills, & Abilities
  • Outstanding customer service and interpersonal skills
  • Excellent communication skills, both verbal and written
  • Ability to effectively communicate with a variety of audiences
  • Able and willing to quickly learn new software applications
  • Ability to work independently, discovering and utilizing appropriate resources to excel in all areas
  • Ability to work collaboratively as a team player with office colleagues and other University related departments
  • Ability to assess and manage a variety of competing priorities in a time-sensitive environment
  • Ability to meet deadlines with attention to detail and quality
  • Ability to handle confidential information with discretion and to represent COH in a highly professional manner
  • Ability to operate basic office equipment
  • Ability to operate a motor vehicle
  • Ability to walk to various offices and departments across campus
Minimum Qualifications
  • Extensive experience and skills with Microsoft Office Suite (primarily Word, Excel, and Outlook), and proficient in working with internet search tools.
  • Flexible in responding quickly and positively to shifting demands and opportunities
  • Possess a valid driver’s license with the ability to drive according to the University Fleet Safety Policy.
  • Willing to work occasional evenings and weekends as needed for donor and special events
Arizona Board of Regents Minimum Qualifications

Four years of directly related experience; OR, a Certificate in Secretarial Science AND three years of directly related experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • Bachelor’s Degree
  • College or foundation development experience
  • Previous experience working with non-profit organizations and/or higher education
  • Working knowledge of Raiser’s Edge or similar donor databases and Financial Edge application
  • Working knowledge of UA and UAFoundation policies and guidelines
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $17.00 per hour
Type of criminal background check required: Fingerprint criminal background check (security sensitive due to job duties)

Posting Detail Information

Posting Number S23871
Number of Vacancies One
Desired Start Date 09/11/2017
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Natalie Olson

Open Date 08/24/2017
Review Start Date 08/29/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings
Diversity Statement

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * 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
  2. * Do you have four years of directly related experience; OR, a Certificate in Secretarial Science AND three years of directly related experience; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No
  3. * Are you proficient in Microsoft Office applications, especially Word, Excel, and Outlook?
    • Yes
    • No
  4. * Briefly describe your experience with Microsoft Outlook, Excel, and Word.

    (Open Ended Question)

  5. * Do you have a Bachelors degree?
    • Yes
    • No
  6. * Do you have knowledge of UA Foundation Policies?
    • Yes
    • No
  7. * Please briefly describe your experience using data bases in Excel or any other software (such as Raiser's Edge).

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents