Development Assistant

Special requirements - For full consideration, applicants must provide a diversity statement describing their experience in working to advance Diversity, Equity, and Inclusion.

Telecommuting - The selected candidate will be required to work a hybrid work schedule on the main campus.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website. 

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 01-04-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.

We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.

The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other’s goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.

We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.

JOB SUMMARY

Under the supervision of the Arts Senior Director of Development, the Development Assistant assists with a broad range of administrative, fundraising, outreach, event, and programmatic activities.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 - $30.61/hour.  Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

45% - Donor Outreach and Fundraising Support Duties/Responsibilities:

• Coordinate the preparation and submission of correspondence or reports related to proposals, grants, gifts, pledges, donor recognition, stewardship, and other activities by gathering data, writing, designing, producing, compiling, and/or distributing written reports or profiles. Provide support in the coordination of donor cultivation, donor recognition, and/or special events by planning, or providing administrative or other on-site assistance. Assist in the development and coordination of mailing lists.
• Help identify, cultivate, and solicit donors. Maintain contact with designated donors through telephone and correspondence to coordinate their involvement in
  development activities and events.
• Identify, compile, and match sources of potential private gift and research grant
  support from foundations, corporations, and individuals with the divisional fund-raising priorities and strategic plan, using resources such as University Relations in-house capabilities, electronic resources, subscriptions, the Internet, and other accessible research tools. As directed, disseminate information to faculty and graduate students regarding requests for proposals, invitations for applications for fellowships, and other funding opportunities. Coordinate with divisional grant writers and/or the Office of Sponsored Projects and individual departments on document preparation and approvals related to intramural and extramural support to the division.
• Receive and process gifts. This involves secure and confidential handling of money and checks. Work with divisional research accountants and University Relations gift administration in designating gifts appropriately.
• Assist the development office in stewardship responsibilities related to donors' gifts; compose routine correspondence, as necessary, for the Dean's and/or development officers' signature. Compile impact reports to send to scholarship donors. Acknowledge and track responses from donors. Enter confidential donor contact reports into ADFS-Banner database.
• Work directly with Department Managers and Chairs to provide a variety of lists, financial and gift reports, and assistance in low-level appeals and outreach activities.

35% - Administrative Support/Office Management Duties/Responsibilities:

• Provide a wide range of administrative support, to include office administration and operations, support for the Development Unit of the Arts Division, financial monitoring, processing of financial documents and reimbursements, and maintaining supplies and equipment.
• Independently organize and maintain an efficient operating environment for the development office. Screen incoming calls and either refer or, as appropriate, independently resolve problems, provide information, take messages or redirect inquiries to other staff members, at all times using discretion and protecting confidentiality. Make photocopies, send faxes, scan and file documents.
• Train or supervise volunteers and student workers for projects, as required.
• Maintain an electronic calendar to schedule, confirm, and handle all appointments, meetings, and events for the Senior Director of Development, exercising independent judgment. This includes a high volume of meetings with UR staff, university officials, and donors, as well as committee and group meetings. Perform all conference and travel arrangements. Demonstrate a high level of initiative in planning and performing advance preparations for the Senior Director of Development's appointments and meetings.
• Review and distribute all incoming mail, establish priorities, redirect to appropriate staff, or independently respond to routine inquiries via correspondence. Draft correspondence, either independently or from oral instructions. Proofread and edit correspondence, reports, etc., for correct grammar, punctuation, spelling, and accuracy.
• Independently monitor office budget, verify monthly expenses, and resolve discrepancies. Make recommendations to the director for the annual budgeting process. Suggest alternatives to help reduce expenditures and increase efficiency. Complete and process all financial documents, i.e., travel vouchers, reimbursement requests, purchase requests, etc.
• Interact with the office of the Associate Vice Chancellor for Philanthropy to coordinate activities requiring signature, feedback, etc. Communicate with other Development Assistants to establish best practices, share resources, and facilitate good communication among the development offices.

15% - Information Management Duties/Responsibilities:

• Develop and maintain filing and tracking systems and computerized data systems for pertinent projects, solicitations, and constituents. Create databases, spreadsheets, and information logs and filing systems for constituency listings, special projects, programs, and files. Make recommendations for enhancement of established systems and introduction of new systems. Compile, assess, and synthesize information into ad hoc or regular reports. Update information regarding academic and research programs and campus services.

5% - Communication Duties/Responsibilities:

• Collaborate with Arts communications staff to ensure development/fundraising highlights are included in the school's electronic newsletter, with a mind toward fundraising and the Dean's priorities. This may include writing short articles.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Demonstrated successful and increasingly complex administrative experience. Highly intuitive and forward-thinking skills are necessary.
• Experience using computers with speed and accuracy for word processing, spreadsheets, mail merge, database record entry, electronic mail, and Internet searches, with the ability and willingness to learn new systems and software programs.
• Experience in coordinating and scheduling logistics for small and large group meetings and events.
• Experience setting up and maintaining electronic filing systems.
• Excellent interpersonal skills with the ability to work with a myriad of people of differing temperaments, socioeconomic backgrounds, and political/ethical philosophies, and to be tactful, diplomatic, and attentive in personal contacts with donors, external constituencies, and university personnel.
• Excellent organizational, time management, and decision-making skills to prioritize work, meet deadlines for simultaneous projects, make decisions using independent judgment, and adapt to evolving priorities and goals.
• Excellent verbal communications skills, to effectively convey information to individuals at various organizational levels, both internally and externally.
• Excellent written communication skills, with the ability to compose clear, concise materials and correspondence or other materials, and edit for correct grammar, spelling, punctuation, and accurate proofreading.
• Knowledge of and/or the ability to learn the principles of fundraising and institutional advancement. Prior experience in a higher education setting is preferred.
• Knowledge of and/or the ability to learn and apply comprehensive detailed knowledge of University policies and procedures, including the campus budgeting processes and its financial information systems.
• Ability to maintain the highest degree of sensitivity and confidentiality of donor information and discretion with regard to donor and personnel matters.
• Follow directions and pay strict attention to details and deadlines.
• Ability to take a project from conception to completion with little or no supervision.

PREFERRED QUALIFICATIONS

• Proficiency with Salesforce, and iModules (or similar) systems, Microsoft Suite including Excel and PowerPoint.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
• Ability to work a variable schedule including evenings and weekends.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.