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Development Assistant III

Employer
University of Colorado Anschutz Medical Campus
Location
Denver, CO

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Description
University of Colorado | CU Anschutz Medical Campus

Department: Office of Advancement

Job Title: Development Assistant III

Position #1232– Requisition #21727

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date and boosters are required of all employees starting 1/24/2022.  Information regarding this requirement, and exemptions can be found at: https://www.cu.edu/vaccine-requirement 

Exemptions vary by campus location/department.  

Campus/Unit-Specific Exemptions:  

  • Anschutz Campus – Accommodations may be granted for medical or religious reasons. 
  • Denver Campus - Exemptions are allowed for medical, religious, or personal reasons. 
  • Consolidated/Central Services Administration – Accommodations may be granted for medical or religious reasons. 
The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment.  We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

Who We Are:

The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here.

The Office of Advancement has an opening for a full-time University Staff (unclassified) Development Assistant III position.

This position is classified in the University system as an Administrative Assistant III. This class describes the fourth administrative assistant level. Positions in this level have the authority to design and implement, without prior approval, the general office and administrative operations to accomplish the unit's work. Work includes, but is not limited to, deciding what operations will be performed and how processes will be implemented; creating and revising office procedures and writing office procedure manuals, designing forms; establishing general office record systems and resource libraries, including content of files and publications, coding and maintenance schemes, circulation and retrieval, production, access, and disposal; compiling and formatting the content for program materials, such as annual reports and newsletters; accounting for the unit’s allotted funds by authorizing (signing) operating expenditures for such things as office supplies, calculating estimated office operating expenses for the annual budget request; and, designing the physical layout of the unit’s work area. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.

Job Summary:

The Development Assistant III position performs a variety of administrative tasks under minimum supervision, and provides functional guidance to clerical staff.  This position makes administrative decisions and takes action in the manager’s absence. Duties and tasks reflect substantial variety and complexity.

The Development Assistant III is a resource to others in the resolution of complex problems and issues.   The individual in this position will apply skills and knowledge in multiple functions.  Responsibilities include a distinct development component not ordinarily contained in other Administrative Assistant positions.

Examples of Work Performed:

  • Performs distinct development functions on behalf of at least 4 development officers but up to 5 when necessary (a 5th is generally only on an interim, as-needed basis. and is first point of contact for internal and external colleagues.
  • Provides administrative support functions, such as answering and directing phone calls, sorting and distributing mail, establishing and maintaining files, document management, maintaining office equipment, copies and faxes requested documents, resolving hardware and software issues with for staff.
  • Performs clerical and administrative tasks. Schedules meetings and appointments, and proactively maintains calendars to ensure efficient time management. Assists staff with calendar management, expense reimbursement, and data entry relative to contacts and activities as needed. Coordinates actions, questions, and decisions between manager and others.
  • Works with supported staff as a strategic partner to help them be as efficient as possible. Acts in a proactive manner at all times.
  • Assists in fund agreement setup, routing, and stewardship activities. Utilizes data from central database to create requested reports, spreadsheets and correspondence on a routine basis. Generates and refines downloads for reports and mailing labels as requested by staff.
  • Completes new account forms, routing and following-up on forms and fund agreements to ensure required approval signatures obtained in timely manner; provides complete information to accounting and stewardship departments and processing staff. Processes donor checks and gifts, completes routing and tracking forms, generates appropriate acknowledgments. Updates donor database with notes, strategic plans, contact reports, tasks, etc. to ensure most current and relevant information is available. Shares information with other team members. Researches and resolves issues or discrepancies daily regarding donations, fund transfers, and new gift funds. Follows up to confirm changes have been made.
  • Prepares routine and non-routine correspondence,
  • Mail fund agreements, donor gifts, communications materials and other items at the request of the supported staff.
  • Generates department accounts payable vouchers, and contract pay, verifying accuracy of invoices and accounting codes to be charged.
  • Acts as liaison between the Foundation and the University regarding questions, research information, reports, and operations.
  • May be asked to work after hours and/or weekends for donor related functions periodically
  • Other duties as assigned.
This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Salary and Benefits:

Diversity and Equity:

  • The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at [email protected]
  • The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.
  • The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.


Qualifications
Minimum Qualifications:

  • At least three (3) years of experience in a general clerical or customer service position
  • Substitution: College or university course work appropriate to the work assignment may substitute for the required experience on a year-for-year basis.
Preferred Qualifications:

  • Professional experience working in a non-profit, government or higher education environment
  • Professional experience in a development, fundraising, events or communications position
  • Professional experience making travel arrangements.
  • Experience using donor database software, such as Advance or similar software
Competencies:

  • Ability to communicate effectively, both in writing and orally.
  • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
  • Outstanding customer service skills.
  • Attention to detail
  • Demonstrated commitment and ability to advance diversity and inclusion.
  • Knowledge of general office procedures, protocol and professionalism; expert knowledge of Business English, spelling, punctuation and grammar.
  • Ability to manage multiple tasks simultaneously, adapt to changing priorities, manage time and meet deadlines.
  • Proven ability to work in a team environment, develop effective interpersonal relationships, provide superior customer service, and communicate verbally and in writing.
  • Proven data entry skills with ability to input information accurately; prepare and maintain detailed records, files, and reports on an ongoing basis. - Solid ability to coordinate technical presentations including hardware set up.
  • Solid knowledge of database management with the ability to query reports, utilize data, and convert programs.
  • Solid ability to work with accuracy and attention to detail and solid knowledge of money handling and mathematics.
  • Solid knowledge of multi-line phone system.
  • Personal computer proficiency required, especially as related to Microsoft Outlook, Word, Excel, PowerPoint, Publisher and Access; and Database applications.


Job Category: Administrative Support and Related
Primary Location: Aurora
Schedule: Full-time
Posting Date: Jan 12, 2022
Unposting Date: Ongoing
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