Program Assistant V: Alumni and Donor Engagement

San Francisco
Aug 25, 2017
Administrative Jobs
Technology, Analysts & Programming
Institution Type
Four-Year Institution

Program Assistant V: Alumni and Donor Engagement

University of San Francisco

Job Summary:

The University of San Francisco seeks a highly motivated, teamwork driven, flexible candidate who thrives in a dynamic culture to serve as a Program Assistant V (PA). Ideal candidates will have proven proficiency in the areas of director/executive level support, research, database maintenance, budget tracking, expense processing and customer service. Additionally, this candidate should possess initiative, independent judgment, and good decision-making to efficiently plan, prioritize, and organize a diverse workload.

Under the supervision of the Associate Vice President (AVP) of Alumni and Donor Engagement, the Program Assistant V provides full-time administrative support to the AVP and to three departments within Alumni and Donor Engagement: Women in Leadership & Philanthropy, Development Communications, and Stewardship & Donor Reporting. The PA serves as a coordinator, managing schedules, meetings, department communications, deadlines and other activities essential to the effectiveness of the team.

Specific responsibilities include: management and tracking of budgets, expenses and invoices; creating contact reports; producing standard acknowledgment letters and occasionally writing customized acknowledgments, and producing content for alumni and donor communication pieces. The PA supports Women in Leadership & Philanthropy by coordinating board meetings, agendas, minutes, events and volunteer management. Must be able to successfully complete work independently with minimal direct supervision.

The University of San Francisco offers a diverse community and excellent benefits which at this time include on-site gym membership, 15 days of paid holiday leave, tuition remission after one year of service, a competitive health plan and more.

Job Responsibilities:

Provide administrative support for the AVP and other members of the department, serving as the point of contact between AVP and USF deans, the USF Board of Trustees and other volunteer board members;
Create various external communications on behalf of the AVP, VP of Development and President of the University;
May resolve issues regarding policies and procedures in the absences of the manager.
Serve as the department budget administrator, tracking and updating budgets for Development Communications, Stewardship and Donor Reporting, Women in Leadership & Philanthropy and other units as needed;
Schedule meetings and coordinate meeting logistics on behalf of the AVP, and take minutes as needed;
Ensure all Concur expense reports and invoices are submitted correctly and on time;
Provide administrative support to the President’s Ambassador (PA) giving society, including tracking PA membership in Salesforce and fulfilling membership benefits requests;
Maintain donor signage inventory and assist with updating donor signage and recognition as needed;
Generate targeted mailing and invitation lists utilizing USF’s database and specific donor criteria for special events and targeted communications;
Enter contact reports for AVP and other team members to record meaningful donor contacts and communications;
Office supply management - ordering supplies and working with vendors and campus partners to prepare for large mailings, as well as ongoing office needs;
Coordinate with department directors on special projects, such as research on best practices, data collection and management, and event preparations;
Write copy for, edit and proofread various pieces of collateral including reports, acknowledgments, invitations, cards, messages and other donor focused communications;
Other duties as assigned.

Minimum Requirements:

Post high school education preferred
Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education
Maturity and a professional demeanor
Knowledge of development practices and familiarity with higher education administration
High emotional intelligence and strong problem-solving skills
Demonstrated ability to complete projects on time and within budget
Exceptional writing, editing, and proofreading skills
Ability to take initiative and work independently on multiple projects
Strong organizational skills, attentiveness, and accuracy
Advanced experience with Microsoft Office, specifically Word and Excel, including Mail Merge
Adherence to office attendance standards - being on time, on task, and on schedule
Ability to manage confidential information and adhere to university privacy policies
Proven ability to interact professionally with a wide variety of audiences and manage stressful situations
Proficiency in budget tracking and management
Prior experience with Salesforce and Banner preferred

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.


Similar jobs

Similar jobs