Development Associate, Office of Development, Dell Medical School

Job Posting Title:

Development Associate, Office of Development, Dell Medical School

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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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:

AUSTIN, TX

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Job Details:

Purpose
Reports to senior director of development, operations, finance, and talent development on the development team at Dell Medical School. This position provides administrative support for up to three gift officers and supports the daily operations of the Office of Development. Tasks include managing calendars, fielding phone calls, scheduling donor and prospect visits; donor outreach touch points and correspondence, running reports, submitting travel requests and reimbursements, and assisting with research associated with prospect identification and qualification. This position broadly supports the dynamic mission of the Dell Medical School: to revolutionize how people get and stay healthy.

Responsibilities

• Schedule high-level appointments for gift officers, including interfacing with donors and prospects to schedule visits and meetings with faculty and university leaders. Assist with meeting preparation and follow up, including making travel arrangements, coordinating with participants and/or assistants to schedule meetings, drafting correspondence and briefings, proofreading, and editing letters and reports, preparing, and distributing agendas and handouts, making room reservations, and arranging catering. 

• Assist in gift intake forms and gift agreement management for fundraisers. Maintain current data and update information in VIP system for donor management. Create and maintain activity codes and manage communication lists with departments. Create call lists in VIP for gift officers. Assist with entering contact reports and engagement efforts in a timely manner.  

• Collect/research data to support or answer specific questions/topics related to development. Liaise with Texas Development personnel. Prepare forms and seek department approval for events, conference participation, and donor meetings and travel. Make travel arrangements and ensure conference registration. 

• Process finance reimbursements and payment vouchers. Maintain copies and prepare collateral materials for donors. Maintain copies of documents for office files. Answer telephones, general inquiry email inboxes, and respond to general questions. Assist other team members as needed. Attend and assist at volunteer, society, donor, and prospecting events as needed, which may require after hours work. 

• Other related duties as assigned.

Required Qualifications
Bachelor's degree and one year of experience or High School Diploma/GED and five years of experience assisting with nonprofit and/or fundraising programs or performing complex administrative functions. Experience maintaining calendars and schedules for multiple administrators, composing and/or editing correspondence, creating spreadsheets and/or working with databases. Experience in working in complex environments with senior leadership. Demonstrated ability to manage multiple tasks and handle pressure under tight schedules and work as a team member. Demonstrated attention to detail. Excellent verbal, written, and interpersonal communication skills. Demonstrated excellent relationship building. Ability to creatively and resourcefully problem solve. High level of professionalism and customer service. Excellent writing skills. Experience supporting senior administrators, faculty, and gift officers. Proven project management skills. Demonstrated ability to think strategically and creatively, work well under pressure, and manage details of several concurrent projects. Experience using reporting tools, design software, and donor management software. Proficient in MS Word, PowerPoint, and Excel. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
More than two years of increasing responsible project management experience or development experience. Demonstrated experience interacting with key university constituents, alumni, and donors as well as with university administrators, deans, faculty, and staff in providing good client and customer service. Experience with fundraising database and knowledge of prospecting tools and reports within fundraising systems or other prospective donor relations systems, e.g., Raiser's Edge, Sales Force, etc. Experience with VIP, Eloqua, and DEFINE. Proficiency in University of Texas policies, rules, and procedures. Capable of working independently; Strong attention to detail; extremely organized; Integrity, professionalism and collegiality are highest p