Administrative Associate, College of Social and Behavioral Sciences

Updated: 3 months ago
Location: Tucson, ARIZONA
Deadline:

Position Details


Position Information

Title Administrative Associate, College of Social and Behavioral Sciences
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 in the College of Social and Behavioral Sciences (SBS).

This position will take direction and be managed by the Senior Director of Development in SBS 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.

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 recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here .

The University of Arizona is in the process of creating a new classification and compensation architecture. This University Career Architecture Project (UCAP) will revolutionize the way we think about professions and manage compensation at the UA. It is a two year initiative that will replace the current classified staff and appointed professional categories of employment with market-based job functions and families. As an applicant, UCAP will create clearer career paths and opportunities and will help you make more informed pay decisions. To learn more about this project, please visit ucap.arizona.edu.

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here .

Duties & Responsibilities

Administrative/Clerical 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.
  • Acts as 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.
  • Performs other tasks as assigned.

Development & Events

  • Acts as a liaison between assigned unit’s development office and UAF.
  • Requests new prospects by location for development officer visits.
  • Proactively calls and emails new prospects for appointments.
  • Proficiently utilizes Raiser’s Edge (RE) or Lynx 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 or Lynx 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.
  • Supports SBS’s Magellan Circle, a society of donors who have made a commitment to the academic excellence toward the College, which includes a student scholarship component.
  • Works collaboratively with the Manager of Donor Services and Events on Magellan Circle and campus wide events.
  • Assists SBS Manager of Donor Services and Events with Magellan Circle events and logistics to include: coordinating dates, sending out notifications and reminders, managing RSVP’s, routing permits to UA Catering, requesting facilities management reservations, creating name tags and other tasks as needed.
  • Works with the UA Foundation Annual Fund team on Magellan Circle renewals.
  • Travels around campus as required.
  • Works evenings and weekends for special events, as needed.

Financial/Clerical

  • 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 Arizona Board of Regents Minimum Qualifications 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 S27513
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Chris Wolf
UDP Talent Acquisition Manager
chris.wolf@uafoundation.org

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

Open Date 07/24/2019
Review Start Date 07/29/2019
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings http://uacareers.com/postings/40080
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. As an Hispanic-serving institution, 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 provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. 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.


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