Administrative Assistant to the AVP, Development

Type of Appointment: Full-Time, Probationary 

Job Classification: Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range: $4,799 - $5,850 per month 

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified 

Recruitment Closing Date: December 3, 2025

THE DEPARTMENT:

The Division of University Advancement is one of five current central divisions of the University whose primary purpose is to enhance the private support of the University. The University Development creates programs, events and activities that stimulate the involvement and interest of an ever-growing base of nearly 140,000 alumni, parents, current donors, and friends. The development staff work together to maintain relationships with on-campus and off-campus constituencies and stakeholder groups interested in advancing the mission of the University.

 

DUTIES AND RESPONSIBILITIES:

Administrative Support

• Provide Administrative Support to the Office of University Development
• Track submission deadlines for various assignments and ensure advancement and program reports are submitted timely. Independently respond to written and verbal inquiries from donors, alumni, corporate partners, and campus personnel regarding advancement programs.
• Analyze existing procedures and develop, recommend, and initiate responses and action to requests for information, procedures, policy, etc. which requires independent research.
• Represent the office of University Development when communicating with university administrative offices and serve as a liaison with all the direct reports to the Associate Vice President (AVP) which includes the 10 college/division based directors of development and development associates.

Budget Analyst

• Maintain state and foundation office budgets and monitor the financial activity of budgets, providing historical and current data. Prepare and maintain budget of University Development subscriptions and publications.
• Coordinate credit card accounts for the Directors of Development and AVP for Development by reviewing, preparing documentation for payment, and approve expenditures which may require higher level signatures; track expenses and transfers; reconcile accounts using the online PeopleSoft for state general fund and online One solution for Foundation accounts.
• Create and maintain detailed spreadsheets of donor/prospect cultivation and stewardship expenditures for each Director of Development and track against budget amount allocated for the fiscal year.

Meetings

• Prepare agendas for monthly Relationship Meetings.
• Compile and prepare meeting notes with material distribution to group meetings.
• Plan and coordinate all prospect/donor data lists needed from Prospect Research prior to meetings and work with Gift Processing Specialist to ensure all gift reports are up to date to distribute prior to monthly meetings.
• Follow-up to ensure deadline dates are met based on result of meeting discussions.
• Independently initiate and/or draft memos and correspondence which may require the selection of a variety of resource materials using creativity and inventiveness.
• Develop complex documents, presentations and spreadsheets to include research and production using various computer software.
• Independently initiate and coordinate any activities, projects or systems that will contribute to the overall effectiveness of the department.

Office Operations

• Oversee and coordinate office operations and activities that include: Screen visitors, telephone calls and correspondence for the Office of University Development.
• Answer inquiries regarding the university and division policy and refer people to the appropriate person or area when required.
• Deal with a variety of public contacts that include donors of all levels, prospects, corporations, campus administrators, faculty, and staff; provide and receive a variety of complex information items as well as take and deliver accurate, complex and confidential messages.
• Coordinate travel arrangements for the AVP and Directors of Development to include transportation, lodging, registrations, and upon completion of travel, complete travel expense claim forms.
• Prepare payroll and attendance for the University Development department. Acts as a liaison with Payroll Services ensuring that all payroll and attendance policies and procedures are followed.
• Maintain staff calendar for the AVP's review and tracking of staff.
• Plan and organize in reserving conference rooms and working with IT on technical equipment needed.
• Organize and maintain the complex