Administrative Assistant, College of Science Alumni and Development Team

Tucson, AZ
Apr 18, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Posting Number:



Alumni & Development

Department Website Link:


Main Campus


Tucson, AZ USA

Position Highlights:

The University Alumni and Development Program (UADP) and the College of Science (COS) are seeking an energetic, detail-oriented individual. We need a colleague who enjoys making a difference, being a part of a team, and taking pride in their work. The Assistant will perform varied administrative and development-related work unique to the UADP. Under the leadership of the Senior Director of Development (SDO), they will support the COS Alumni and Development team.

We need a candidate who demonstrates initiative and independent good judgment. This position requires a high degree of professionalism, discretion, and accuracy. Candidates with excellent communication, interpersonal, and prioritization skills will shine! The details of our work would not be possible without this role, it is the backbone of the COS development team.

This position will report to the UADP and is embedded in the COS. The UADP is jointly managed by the University of Arizona (University) and University of Arizona Foundation (Foundation), as specified in the Development Services ad Asset Management Agreement dated August 2016. We are dedicated to advancing the University by building relationships, securing philanthropic support, and stewarding assets. We have development teams embedded across University colleges/units, including in COS. Our goals are to facilitate connection, demonstrate gratitude and impact, and maximize the power of giving for the University and its generous donors.

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 theemployee and qualified family members; state and optional retirement plans;access to UA recreation and cultural activities; and more!

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

Duties & Responsibilities:

Duties& Responsibilities

Administrative/Clerical Support

  • Provide professional and effective customer service with all interactions. Serves as the first point of contact for donors, staff, and the public
  • Screen and direct phone calls and assist customers when necessary. Ensure efficient office operations. Open and close the main office
  • Maintain calendars for assigned COS staff including, but not limited to the SDO. Prioritize and arrange meetings and appointments. Prepare background meeting materials as needed
  • Learn and follow University and Foundation policies and procedures
  • Orders and maintain office supplies and keep office files organized and up to date
  • Facilitate travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc.
  • Prepare expense reimbursements and travel authorizations for development staff. Submit financial documents to the COS Business office or Foundation for processing and authorization
  • May supervise and monitor student worker(s)
  • Perform other duties as assigned

Development & Events

  • Support and assist with COS and Galileo Circle events
  • Manage Department Development Representatives Quarterly Meeting logistics. Including, coordinating dates, sending out notifications and reminders, managing RSVPs, routing permits to catering, requesting facilities management reservations, creating name tags, and other tasks as needed
  • Coordinate meetings, events, tours, and travel with the COS Dean’s Office
  • Process gifts and serve as college liaison for logging and depositing gifts
  • Process acknowledgment letters for donor gifts. Includes pulling reports, updating, printing, and mailing letters weekly
  • Provide department heads and department development representatives with weekly gift reports
  • Support and assist all DO’s and departments as needed with gift documentation, signature routing, and foundation fund establishment in partnership with the UADP
  • Serve as the liaison between the Foundation and COS for donor acknowledgment questions
  • Create helpdesk requests for issues or answer questions for departments and/or the office
  • Utilize Blackbaud CRM (Lynx) to pull a variety of reports, add attendee information from events, manage RSVPs, and update constituent records
  • Travel around campus may be required
  • Work evenings and weekends for special events, with advanced notice
  • Performs other duties as assigned

Knowledge, Skills, & Abilities

  • Highly self-motivated with the ability to work independently
  • Ability to operate basic office machinery
  • Knowledge of University policies and procedures
  • Detail-oriented
  • Flexible in responding quickly and positively to shifting demands and opportunities
  • Excellent writing and proof-reading skills
  • Excellent knowledge of office and administrative procedures and policies
  • Skill in developing and maintaining good working relationships
  • Ability to handle multiple projects
  • High organizational skills
  • Ability to prepare presentations
  • Ability to problem-solve and make decisions
  • Ability to effectively communicate
  • Ability to work independently and as part of a team
  • Ability to explain policies and respond to inquiries from a variety of sources
  • Ability to learn and follow policies and procedures to complete work

Minimum Qualifications:

  • High school diploma or equivalent, or equivalent learning attained through experience required
  • Minimum of 3 years of relevant experience required
  • When necessary and with advance notice, must be flexible to work evenings and weekends for special events

Preferred Qualifications:

  • Proficient experience using MS Office (Word, Excel, MS Outlook, etc.)
  • Experience using a development or fundraising database such as Raiser’s Edge or Blackbaud
  • Prior experience in a development/advancement program



Full Time/Part Time:

Full Time

Number of Hours Worked per Week:


Job FTE:


Work Calendar:


Job Category:

Organizational Administration

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:


Compensation Type:

hourly rate



Career Stream and Level:


Job Family:

Administrative Support

Job Function:

Organizational Administration

Type of criminal background check required::

Name-based criminal background check (non-security sensitive)

Number of Vacancies:


Target Hire Date:


Expected End Date:

Contact Information for Candidates:

Anita Berberi
[email protected]

Open Date:


Open Until Filled:


Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

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 and a Native American/Alaska Native-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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