Assistant to the Director, Landmarks

Job Posting Title:

Assistant to the Director, Landmarks

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Hiring Department:

College of Fine Arts

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

20

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

As the university’s public art program, Landmarks enriches the lives of students and visitors by presenting art that is broadly accessible and free to all. Some fifty works of modern and contemporary art are throughout the 433-acre campus and viewed by thousands of people every day.

This position is salaried, 20 hours per week, between 8 am and 5 pm, Monday - Friday; occasional nights and weekends.

Purpose

Provides administrative support to the director, the deputy director, and the assistant director of development for Landmarks. Provides administrative assistance in the development office, from gift tracking and mailings to lending event support.

Responsibilities

• Director Assistance: Provide daily administrative support to the director, the deputy director, and the assistant director of development for Landmarks. Manage multiple calendars and schedules, arrange appointments, ensure tasks reach full completion. Track, update, and provide director with contact reminders. Coordinate travel arrangements and reimbursements. Coordinate meeting logistics, including preparing the site with audio/visual set ups and coffee and snacks as needed. Prepare correspondence, agendas, reports, presentations, and other materials as needed.

• Development Assistance: Assist in donor communications. Maintain donor information in the VIP donor database, updating contact information and recording contact reports as needed. Prepare mailings that include, but are not limited to newsletters, reports, thank you letters, and other Landmarks materials. Schedule and manage communications, track RSVPS, and set-up for executive/development related tours and events (such as Skyspace viewings and Advisory Council tours). Manage development-related mailings and event lists. Provide administrative assistance with fundraising campaigns as well as management of end of year and university-wide campaigns such as 40 Hours for the Forty Acres. Manage invitations, registration, and communications regarding art fairs. Manage student thank you process that involves letter writing and possible use of the university’s ThankView video system.

Required Qualifications

• Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience.

• Strong oral and written communication skills- Communicates well downward, upward, and outward. Maintains focus on the topic at hand and adapts documents and presentations for the intended audience. Is able to reviews others' writing or presentations and provide feedback.

• Able to track and follow up on numerous details with ease, while balancing speed and accuracy. Able to gauge the impact and cost of errors, omissions, and oversights.

• Able to work well with others and contribute to a team environment. Effectively navigates formal and informal communication and decision-making channels.

• Regular to extensive experience using Microsoft Office Suite, especially Excel. Demonstrated outstanding prioritization and organizational skills, able to manage multiple projects and analyze situations to reach productive decisions based on informed judgment.

• Work with integrity and professionalism.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Four or more years of experience at the Development or Administrative Assistant level, or equivalent. Background in the visual arts or development.

• Experience managing an executive’s schedule.

• Experience working in a large, complex enterprise including but not limited to a comparable research university or a large health-care and/or non-profit organization.

• Working knowledge of UT Austin's policies and procedures.

• Experience with UT’s VIP donor database and DEFINE system.

• Knowledge of Illustrator, iMovie, and PhotoShop

Driving Required

This position will make deliveries around the Austin-metro area when necessary and requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the c