Administrative Assistant

The Administrative Assistant provides advanced clerical and administrative support to the Philanthropy Alumni & Engagement (PAE) team and the College of Science (COS), working under the direction of the Assistant Dean for Development and Alumni. The Administrative Assistant is embedded in the UA College of Science and is a member of the Philanthropy Alumni & Engagement Program (PAE) and subject to joint management by the College of Science and the University of Arizona Foundation as specified in the Amended and Restated Development Services and Asset Management Agreement dated July 2, 2021.

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 the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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• Serves as the first point of contact for donors, staff and the public.
• Screens and directs phone calls to the appropriate staff member and assists customers when necessary. Opens and closes the main office.
• Maintains calendars for the College of Science Development and Alumni team with additional access to calendars of College of Science leadership; prioritizes and arranges meetings and appointments and prepares background meeting materials as needed.
• Ensures office operations are efficient and in compliance with PAE and department policies and procedures.
• May supervise and monitor student worker(s).
• Orders and maintains office supplies for the Development and Alumni team.
• Helps keep office files organized and up-to-date.
• Supports and assists with COS and Galileo Circle events to include: coordinating dates, sending out notifications and reminders, managing RSVP's, routing permits to UA Catering or PAE Office of General Counsel, requesting facilities management reservations, creating name tags and other tasks as needed.
• Coordinates meetings, events, tours and travel with the COS Dean's Office.
• Serve as the liaison between Central PAE and the college, unit/department for all questions pertaining to donor acknowledgment; create support requests as needed regarding issues that may arise, or to answer questions for departments and/or the office.
• Process acknowledgment letters for donor gifts; includes pulling reports, updating, printing and mailing letters in accordance with Central PAE Stewardship procedures and deadlines.
• Assist with mailing other stewardship-related correspondence such as student scholarship thank you letters; includes printing and mailing letters in consultation with the Stewardship Officer and manager.
• Prepare gift transmittal forms and non-gift deposit transmittal (and is knowledgeable about required documentation and fund numbers assigned) for PAE Financial Services.
• Travel throughout campus may be required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities (KSAs)

• Ability to organize and prioritize multiple tasks and manage time effectively to meet deadlines.
• Ability to handle community and campus inquiries diplomatically, and to manage highly sensitive and confidential information with discretion.
• Excellent time management and organizational skills.
• Strong interpersonal skills with the ability to build and maintain productive relationships with donors, colleagues, faculty, and staff.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Physical ability to operate standard office equipment.
• Ability to adapt and learn new skills in a team-based, dynamic work environment.
• Ability to create and present reports, dashboards, and visual summaries to effectively communicate performance metrics and insights to stakeholders.
• Ability to understand and comply with Federal, University, and PAE policies and procedures, including scholarship, financial aid, and gift policies.
• Strong work ethic and high level of self-motivation.
• Problem-solving skills and the ability to exercise professional judgment and discretion.
• Proven attention to detail and focus on accuracy.
• Excellent oral and written communication skills, with the ability to interact professionally with individuals at all levels.
• Outstanding customer service skills, including professional phone etiquette and the ability to remain calm and courteous under pressure.

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

• Experience analyzing data to develop reports.
• Experience using constituent relationship management (CRM) systems.
• Experience working in a higher education or nonprofit fundraising environment.