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Administrative Assistant

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Position Details

Position Information

Title Administrative Assistant
Department Engineering Administration (2301)
Location Main Campus
Position Summary

This position provides a variety of administrative and support-related activities for the Development Office in the College of Engineering. This position reports to a Sr. Director of Development. The administrative assistant works closely with both Sr. Directors, Sr. Program Coordinator, Dean’s office staff, college department staff, University of Arizona Foundation staff, and University development staff as necessary.

This position requires a high degree of professionalism, discretion, initiative, and organization; accuracy and attention to detail; use of good judgment; an ability to set priorities and handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills, and a high degree of computer proficiency. The ability to work a flexible schedule for occasional special events is also desired. This position is not supervisory in nature.

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
  • Ensure quality customer service is provided at all times and daily office operation is efficient and in compliance with UA, UAF, and department policies and procedures.
  • Screen incoming inquiries from donors, colleagues, and the public to provide prompt attention and effectively manage customer expectations.
  • Proficiently utilizes Raiser’s Edge database for the preparation of gift acknowledgment letters in accordance with department’s standard operating procedures. Ensure accuracy through background research on gifts and donors, quality control checks on data, and a thorough proofreading process.
  • Run constituent and gift queries, reports, lists, etc., from the Raiser’s Edge system.
  • Compile information from the database, and generate mailing lists for fundraising, events, communications, and various programs for dissemination. Lists may be created using own judgment, based on the area of concentration or at the direction of the supervisor.
  • Research contact information not in the Raiser’s Edge alumni/donor records (e.g., home, cell, and work phone number, physical address and/or e-mail address, employer company/organization and position title, etc.). Prepare background material as needed. Update Raiser’s Edge with new, accurate information.
  • Process scholarship acknowledgment letters and correspondence.
  • Process gift acknowledgment letters.
  • Provide backup for the preparation of check requests for business travel and reimbursement of expense-related activity.
  • Assist with processing of gift deposits.
  • Coordinate the sharing and copying of correspondence, memoranda, and other information.
  • Type, proofread, and send correspondence.
  • Keep office files organized and up to date.
  • Provide backup for processing travel arrangements for directors, including reservations for airplane flight, rental car, hotel, conference, etc., when necessary.
  • Order supplies for department.
  • Distribute daily mail.
  • Assist with special events and meetings as needed.
  • Perform other duties as assigned.
Knowledge, Skills, & Abilities
  • Knowledge of office and business procedures.
  • Ability to work with minimal supervision.
  • Ability to work within established policies and procedures.
  • Excellent verbal and written communication, including strong proofreading ability; interpersonal skills and judgment; and time management proficiency.
  • Ability to operate telephone, personal computer, printer, copier, fax machine, and calculator.
  • Ability to type accurately and quickly using a personal computer and Microsoft Office and Windows software.
  • Ability to learn and utilize Raiser’s Edge constituent records software.
  • Ability to appropriately and professionally handle highly sensitive and confidential information, and to keep this information totally confidential.
  • Ability to solve problems and use professional judgment and discretion.
  • Strong work ethic.
  • Self-motivated with the ability to take initiative.
  • Ability to work in a team-based environment and learn new skills.
Minimum Qualifications
  • Driving is required on a regular basis for errands, and may include driving guests of the Development and/or Dean’s Office; a valid driver license is required with the ability to drive according to the University Fleet Safety Policy.
  • This position may require sitting for long periods of time.
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
  • Two years of experience in customer service in development, marketing, or higher education setting.
  • Knowledge of and experience with donor database systems, such as The Raiser’s Edge, or other constituent management systems.
  • Interest in, knowledge of and/or experience with fundraising and development functions.
  • Flexible work schedule to attend night and/or weekend events.
  • Ability to work in an environment in which work is conducted on a personal computer in an open, busy work area; and frequent exposure to a computer screen.
  • Awareness of current events and situations that affect this position and this office, as well as awareness of VIP individuals who have contact with the College of Engineering.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40 hours per week
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $12.249 - $18.228 Per Hour
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S23611
Number of Vacancies One
Desired Start Date 08/14/2017
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Open Date 07/11/2017
Review Start Date 07/25/2017
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. * Do you have two or more years of customer service experience in a development, marketing, or higher education setting?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents