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Executive Assistant (Development)

The University of Arizona, University Libraries

Main campus, Tucson, AZ

Application Deadline

Open Until Filled

Wages

$43,901.00 to $48,628.00 per Year   Calculate

Location

Tucson, AZ

Hours

40.00

MLS

Not Required

Minimum Education

High School (or Equivalent)

Library Experience

Not Specified

Supervisory Experience

Not Specified

Type of Library

Academic

This job is more than 3 weeks old or the application deadline has passed.

Job Description

The University of Arizona, University Libraries/UA Library Administration ADM (Dept. 1701)

Classified Staff, Full-Time; Exempt; Permanent

The University of Arizona Libraries seeks a self-motivated, detail-oriented Executive Assistant with the highest level of professionalism and discretion to join the Development Office team. This individual will coordinate activities and functions of the development program, ensuring that goals and objectives specified for the program are accomplished in accordance with established priorities, time and funding limitations, and/or other requirements. Responsibilities include: donor relations, gift account management, data management, gift processing and acknowledgement, annual giving, donor research, correspondence, proposal writing, fundraising events, travel arrangements, and calendar management. The position requires initiative, sound judgement, collaboration, and confidentiality; excellent oral and written communication skills; account management and research skills; and a high level of computer/database proficiency and accuracy. The Executive Assistant must be organized and flexible with an advanced ability to set priorities, manage multiple projects, integrate last minute assignments in a cheerful and efficient manner, and work collaboratively with colleagues in the Libraries and across campus.

Duties & Responsibilities:

  • Responds to routine and complex inquiries, by phone and in person. Serves as liaison to donors, staff, faculty, students, alumni, community members, and campus/community/professional organizations.
  • Builds and maintains rapport with peer groups on campus. Takes responsibility for keeping Development Office apprised of relevant current events.
  • Manages gift accounts, processing and tracking deposits and withdrawals for Business Office reconciliation. Ensures timely acknowledgement of gifts and prepares reports.
  • Creates and maintains databases. Utilizes Raiser’s Edge (RE) to record/update donor data, maintain contact lists, conduct research and retrieve information as required. Serves as the RE specialist for the Libraries, taking advantage of continuing training offered by UA Foundation and Blackbaud and offering training and assistance to other Library employees. Develops protocols, guidelines, and procedures to standardize RE entries throughout the Libraries. Creates queries in RE to produce periodic and on-demand reports as required by the development team.
  • Makes decisions concerning routine Development Office operations. Evaluates and recommends operational changes to workflow to ensure effectiveness and compliance with University, Libraries and Foundation policies and regulations. Implements new policies and procedures as directed by supervisor. Investigates, evaluates and resolves administrative/operational challenges impacting the Development Office.
  • Coordinates prospect management, tracking activity and providing research profiles on prospects and donors.
  • Accompanies Director of Development for donor visits and/or escorts donors as needed.
  • Drafts, composes and proofs a variety of confidential business correspondence, funding proposals, and other donor communications.
  • Coordinates direct mail, telephone outreach, and email solicitation with UA Foundation Annual Giving Office. Prepares written materials and assists in training callers.
  • Coordinates development-related events with development team, and supports other Dean’s Office special events as required, including scheduling, speakers, vendors, invitations/rsvp list, technology support, and catering. Ensures development team is briefed on guests for all events.
  • Maintains development information on the website. Collaborates with Marketing/Public Relations on development-related events and mailings.
  • Provides direct support to the Director of Development, including calendar management, prioritizing and rearranging meetings, conferences and appointments and preparing background information as needed. Manages travel arrangements and itineraries including preparation of background materials. Ensures compliance with UA and Libraries travel policies.
  • Maintains Development Office files and calendar.
  • Performs other duties as requested by the Director of Development.

 

Minimum Qualifications:

  • Bachelor’s degree in Business or field pertinent to work unit AND two years of directly related administrative experience; OR, six years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education.
  • Ability to travel to off-site events (must have reliable transportation) and work occasional evenings and weekends.
  • Must have an acceptable driving record.
  • Excellent organization and prioritization skills and the ability to work independently or with minimal supervision. Efficient and effective multi-tasking skills to meet deadlines in a fast-paced environment. Ability to respond positively to unanticipated changes, and perform with flexibility under demanding circumstances.
  • Demonstrated willingness to take direction, and ability to understand and follow verbal and written instructions. Effective problem-solving and decision-making abilities.
  • Proficiency in attention to detail, accuracy and follow-through.
  • Ability to work in a highly collaborative and inclusive environment, one that values and leverages the benefits of diverse perspectives.
  • Demonstrated excellent interpersonal and effective communication skills and etiquette, including business vocabulary, tact, discretion and sound judgment.
  • Ability to learn new skills to meet the changing needs of the Libraries.

 

Salary/Benefits: $43,901 - $48,628 Annually - DOE plus full benefits. 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; state and optional retirement plans; pre-tax savings plans; access to UA recreation and cultural activities; and more!

 

Opened: 11/4/15; Closes: Open Until Filled. First Review Date: 11/16/15.  For Full Details and to Apply: See posting at: http://uacareers.com/postings/6719, Job #S20733. Complete an application form and be prepared to attach a resume and letter of interest that describes how your experience and qualifications are fitting for this position. Please include a letter of interest describing how your experience and qualifications are fitting for this position. Additionally, as part of your required application materials, please include a writing sample related to donor communications (e.g. letter to donor, funding proposal, press release/brochure, or other donor related communications). Submittal of your application materials before the first review date guarantees consideration for the position. Application materials mailed/emailed to the department will not be accepted. For questions regarding the application system contact: 520-621-3662; TDD 621-8299 (M-F 8-5). For questions about the Libraries or status of the posting, contact Glenda Hendrickson, Library – HR at 520-621-6429 ghendric@email.arizona.edu. The University of Arizona is an Equal Employment Opportunity/Affirmative Action Employer - M/W/D/V.

Additional Info & Requirements

See description.

The Community

Discover the University of Arizona...a great place to work! The University of Arizona is nationally recognized for outstanding teaching, innovation research and far-reaching service. Our beautiful campus in Tucson and our culturally diverse students and employees make the University of Arizona an exciting place to work and learn. The University of Arizona has been ranked on Forbes 2015 list of America’s Best Employers in the United States and has been awarded the 2015 Work-Life Seal of Distinction by the Alliance for Work-Life Progress! For more information about working at the University of Arizona, please see http://employment.arizona.edu/.

 

As a full-time employee you are eligible for comprehensive benefits, including: outstanding 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; state and optional retirement plans; access to UA recreation and cultural activities; and more!

 

See what positions we have for you at: http://www.library.arizona.edu/about/employment/index.html.

 

HR Info

See description.

See description.

Posted Nov 17, 2015