Development Coordinator

This position performs varied administrative and development related work unique to UA Philanthropy & Alumni Engagement (PAE) activities within the University of Arizona College of Medicine development team requiring initiative and good judgment under general supervision. We require a high degree of professionalism, discretion, and organization; accuracy and attention to detail; excellent communication and interpersonal skills; an ability to set priorities and handle multiple projects; and a high degree of computer proficiency. Incumbents work independently under general direction, keep official records, adhere to administrative policies, guidelines and practices. Incumbents may have contact with high-level constituents requiring the use of business vocabulary, tact, and discretion.

This position is a member of the Philanthropy Alumni and Engagement Team (PAE) and subject to joint management by the University of Arizona and the University of Arizona Foundation as specified in the restated Development Services and Asset Management Agreement dated July 2, 2021.

After training, this position will follow a hybrid work schedule.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Deliver professional and effective customer service with all interactions.
• Provide administrative support for the Senior Director of Development and direct reports.
• Assist in projects to support PAE under the direction of the Senior Director of Development.
• Ensure office operations follow PAE and department policies and procedures.
• Manage Senior Director of Development's calendar to include donor visits and internal meetings.
• Schedule meetings and appointments as requested by supervisor.
• Arrange or direct arrangement of minutes, notices, manuals, agendas, and correspondence for development meetings and other related meetings dictated by supervisor.
• Oversee the COM-T development general email account, follow up on general correspondence and distribute emails to appropriate team members as needed.
• Serve as a support resource between the PAE and the College of Medicine - Tucson. Facilitate communication between the PAE and the College of Medicine - Tucson.
• Serve as the COM-T contact for annual giving.
• Assist Senior Director of Development in the new hire onboarding process.
• Administrative support for tracking faculty development referrals in Lynx.
• Arrange development officer meetings, training seminars, and other meetings as requested.
• Assist in supporting unit development team priorities and events.
• Utilize Lynx CRM database under general supervision for preparation of gift acknowledgment letters and background materials in accordance with PAE and College standards and procedures.
• Enter development staff activity and other information into Lynx database, as requested.
• Work with PAE to generate lists for the purpose of gift acknowledgments.
• Generate and mail stewardship-related correspondence in consultation with the Stewardship Officer and Development Officer.
• Coordinate travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc. for the COM-T development team.
• Complete gift transmittal forms and non-gift deposit transmittal for Financial Services.
• Responsible for collaboration with Central PAE Finance and COM-T Finance office on new project requests.
• Submit proper financial service requests and paperwork for employee travel arrangements and reimbursements.
• Support account reconciliation by gathering documentation and coordinating with business managers and Dean's office as directed.
• Provide administrative oversight of 1-2 student assistants, including assigning duties, approving time, and offering guidance.
• Submit help desk requests for PAE related issues or questions.
• Maintain office supplies and stationery as needed.
• Update and organize office files, including shared drives.
• Screen and direct phone calls to the appropriate staff member.
• Travel between main campus units/departments/offices as required.
• Perform other administrative tasks as assigned.

Knowledge, Skills, and Abilities (KSAs):

• Ability to learn and follow established University and Foundation policies and procedures to complete work.
• Basic knowledge of accounting and financial recordkeeping principles.
• Ability to coordinate marketing materials and department website.
• Proficiency with Microsoft Office and the ability to learn CRM systems such as Lynx.
• The ability to explain and respond to inquiries from a variety of sources based on the established policies.
• Proficient writing and proof-reading skills.
• Excellent knowledge of office and administrative procedures and policies.
• Skill in developing and maintaining good working relationships.
• Strong interpersonal communication skills, including written and oral communication.
• Exceptional organizational skills: detail-oriented, able to prioritize, and effectively juggle multiple projects simultaneously under general supervision.
• Ability to problem-solve and provide recommendations.
• Ability to collaborate within immediate team.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• 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.