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Administrative Associate, Development

University of Arizona
Tucson, AZ
Closing date
Jul 30, 2021

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Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Posting Number:



Vet Med Administration

Department Website Link:


Outside of Tucson


1580 E Hanley Blvd, Oro Valley, AZ 85737-9525 USA

Position Highlights:

The University Alumni and Development Program (UADP) and the College of Veterinary Medicine (CVM) are seeking an energetic, detail-oriented individual for the position of Administrative Associate, Development (Administrative Support Assistant II). The Administrative Associate will perform varied administrative and development-related work unique to the UADP as well as the CVM. Under the leadership of the Senior Director of Development (SDO), they will support the CVM and the Development team. A successful candidate will demonstrate initiative and independent good judgment. This position employs a high degree of professionalism, discretion, and accuracy. Candidates with excellent communication, interpersonal, and prioritization skills will shine! This position will report to the UADP and is embedded in the CVM. The UADP is jointly managed by the University of Arizona (University) and University of Arizona Foundation (Foundation), as specified in the Development Services and 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 CVM. Our goals are to facilitate connection, demonstrate gratitude and impact, and maximize the power of giving for the University and its generous donors.

This position requires flexibility to work evenings and weekends for special events with advance notice.

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!

TheUniversity of Arizona has been recognized for our innovative work-lifeprograms. For more information about working at the University of Arizona andrelocation services, please click here.

Duties & Responsibilities:

  • Maintains the College of Vet Med UADP office. Screens and directs phone calls and assists customers when necessary. Ensures efficient office operations
  • Maintains calendars for assigned CVM staff including, but not limited to, the Senior Director of Development. Prioritizes and arranges meetings and appointments. Prepares background meeting materials as needed
  • Facilitates travel arrangements, including reservations for flights, rental cars, hotels, conference registrations, etc.
  • Prepares expense reimbursements and travel authorizations for development staff. Submits financial documents to the CVM Business office or Foundation for processing and authorization
  • Orders and maintains office supplies and keeps office files organized and up to date
  • Provides professional and effective customer service with all interactions. Serves as the first point of contact for donors, staff, and the public
  • Provides department heads and department development representatives with monthly gift reports
  • Supports and assists all DO’s and departments as needed with gift documentation, signature routing, and foundation fund establishment in partnership with the UADP
  • Processes gifts and serves as college liaison for logging and depositing gifts
  • Processes acknowledgment letters for donor gifts. Includes pulling reports, updating, printing, and mailing letters weekly
  • Serves as the liaison between the Foundation and CVM for donor acknowledgment questions
  • Utilizes Blackbaud CRM (Lynx) to pull a variety of reports, adds attendee information from events, manages RSVPs, and updates constituent records
  • Supports and assists with CVM events as needed
  • Coordinates meetings, events, tours, and travel with the CVM Dean’s Office
  • Manages Department Development 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
  • Works evenings and weekends for special events, with advanced notice
  • Travel around campus may be required
  • May monitor student worker(s)

Knowledge, Skills & Abilities:

  • Highly self-motivated with the ability to work independently, as well as part of a team
  • Ability to respond quickly and positively to shifting demands and opportunities; Ability to problem-solve and make decisions
  • Excellent communication skills, both written and verbal
  • Ability to respond to inquiries from a variety of sources in an efficient and timely manner
  • Excellent knowledge of office and administrative procedures and policies; knowledge of University policies and procedures helpful
  • Skill in developing and maintaining good working relationships
  • Ability to handle multiple projects; high organizational skills; exceptional proofreading skills

Minimum Qualifications:

  • High school diploma or equivalent, or equivalent learning attained through experience
  • Minimum of 3 years of relevant experience
  • Must have flexibility to work evenings and weekends for special events, with advance notice

Preferred Qualifications:

  • 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 development/advancement



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:

$14.91 - $19.23

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:

Sara Saeed

[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.


As Arizona’s First University, founded in 1885, the University of Arizona now serves nearly 46,000 students, from undergraduates to doctoral candidates. A public land grant university, we work together to expand human potential, explore new horizons, and enrich life for all.

We constantly strive to be a best-in-class place to learn, research, and work. We educate innovative, adaptive learners and problem solvers who are prepared to lead meaningful lives and improve society in the Fourth Industrial Revolution Economy. Our Strategic Plan details how we intend to drive social, cultural, and economic impact, in Arizona and across the world.

As a Research I university and member of the Association of American Universities, the University of Arizona hosts two medical schools as well as the only veterinary college in Arizona. More than 16,500 faculty, staff, and graduate students produce over $687 million in research annually, ranking us among the top 20 public research universities in the nation.

Transdisciplinary research excellence – the true seamless integration across disciplinary university-community boundaries – is an undergirding philosophy deeply rooted in our history. Notably, our BIO5 Institute brings together scientists from agriculture, medicine, pharmacy, basic science, and engineering to treat disease, feed humanity, and preserve livable environments.

We strive for excellence in all our 200-plus undergraduate majors and 150 graduate programs. Our faculty are renowned for ground-breaking research in astronomy and planetary sciences; climate, environment, and solar energy; cancer and biotechnology; optical sciences; electrical and computer engineering; and management information systems. Research us yourself on our interactive FactBook.

As Arizona public employees, we enjoy comprehensive benefits. Among these are a choice of retirement plans, high-quality medical insurance subsidized at 85% of cost; and dental, vision, short- and long-term disability, and life insurance plans. An unusually generous qualified tuition reduction program is one of the benefits our employees, their spouses or domestic partners, and children value most.

Who We Are

Our core values proclaim who our Wildcat community is and what we stand for:

Integrity: Be honest, respectful, and just.

Compassion: Choose to care.

Exploration: Be insatiably curious.

Adaptation: Stay open-minded and eager for what’s next.

Inclusion: Harness the power of diversity.

Determination: Bear down! (Yes, there’s a story here.)

Where We Are

Our Main and Health Sciences campuses are located near downtown Tucson. In addition, we operate a College of Applied Science & Technology in southeastern Arizona, a Biomedical Campus in Phoenix, a Veterinary College north of Tucson, and extension offices in every Arizona county. Despite a metro population of 1 million people, Tucson retains the feel of a small town where everyone knows one another. Ringed by mountains, blessed with abundant sunshine, and recognized as a bicycle-friendly city, Tucson is ideal for outdoor exploration. The second largest city in Arizona also offers cultural, artistic, and social amenities to feed your insatiable curiosity. Emblematic of the desert Southwest, the Sonoran Desert is a region steeped in Native American and Latina/o culture.

Diversity Profile

Our Commitment to Inclusive Excellence

The University of Arizona sits on the homeland of the Tohono O’odham, the Desert People. In 1775, the Spanish Presidio San Agustín de Tucsón displaced the Native people from the floodplain of the Santa Cruz River. With Mexican Independence in 1821, Tucson became part of the Mexican state of Sonora, and might still be so but for the 1853 Gadsden Purchase.

The University of Arizona takes advantage of our unique location and history through initiatives from cross-border collaborative research in arid lands and water management to workshops for women entrepreneurs in Sonora.

The Native Peoples Technical Assistance Office serves as a liaison between Native nations and the research arm of the university, focused on building capacity and research support for tribal community development.

The university of Arizona is proud to be a federally designated Hispanic Serving Institution and one of 9 US institutions to receive the inaugural Seal of Excelencia for demonstrating positive Latina/o student outcomes. We rank No. 1 for the number of doctoral degrees awarded to Native American students, and No. 9 for the number awarded to Latina/o students.

Student success, particularly educational equity for historically underserved groups, is an institutional priority. We have more than 10,000 First Cats (first-generation college students). The Strategic Alternative Learning Techniques (SALT) Center is nationally recognized for its innovative and successful academic support programs for students with learning and attention challenges.

The University of Arizona has many student cultural clubs and organizations. View the list on the Equity, Inclusion, and Title IX website.

These are some of our cutting-edge centers and programs:

Arizona Hispanic Center of Excellence (AZ-HCOE) works to increase the number of Latina/o physicians, enhance health research serving Latinas/os, and improve the cultural competency of health care services in Latina/o communities.

Binational Migration Institute (BMI) is an association of US and Mexican scholars researching the consequences of immigration enforcement policies on Latina/o communities.

Institute for LGBT Studies develops curriculum, promotes research, and presents public programming addressing the histories, politics, and cultures of lesbian, gay, bisexual and transgender people.

Institute for the Study of Religion and Culture (ISRC) serves as a research and outreach center focused on the role of religion in international politics.

Native American Research and Training Center (NARTC) conducts health-related research and training projects to help improve quality of life for Native Americans.

Native Nations Institute (NNI) conducts policy analysis and research dedicated to building capable Native nations.

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