Development Assistant, Adv Operations & Campaign - 113563
#113563 Development Assistant, Adv Operations & CampaignFiling Deadline: Wed 1/26/2022
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
This position will remain open until filled.
UCSD Layoff from Career Appointment: Apply by 12/19/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 12/23/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Development Assistant will provide administrative support to two large, complex units within Advancement Operations and Campaign: Prospect Development and Donor Experience and Engagement. The Office of Donor Experience and Engagement builds lasting relationships with donors and demonstrates their philanthropic impact on UC San Diego through coordinated stewardship activities, strategic recognition events and personalized communications. The office of Prospect Development is dedicated to turning raw data into actionable insights through best in class business intelligence, data management, research and prospect management services.
Administrative support responsibilities will include the following: high volume calendar support; handling a large volume of mail discriminately; managing extensive data reports; arranging travel; processing and tracking expenses; assisting with the preparation, research and gathering of materials and information for meetings and events; drafting, editing, and proofreading correspondence, briefings and reports for senior university officials; and providing complex event management support for small, private lunches and dinners and for high level donors.
The incumbent is responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement, and general administration management issues. Incumbent will interact with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and all of Advancement. Incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expense records as assigned. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. As requested, this position will manage special projects of a highly confidential and sensitive nature.
- Occasional overtime may be required, including evenings and/or weekends that coincide with events and meetings. Ability to work flexible schedule.
Proven resourcefulness in independently finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.
Strong administrative skills to include the ability to organize and prioritize tasks with strong use of initiative, sound judgement, independent thought, and precise attention to detail with high level of professionalism.
Proficiency in using and adapting computer software programs, applications and tools to meet office needs. Proficient in the use of software applications necessary in administrative work, including database to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs and the ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications.
Effective interpersonal, written and oral communication skills that demonstrate correct grammar usage, syntax, edit and format, with the ability to communicate clearly and effectively both in person and on the telephone in a positive manner to a diverse and demanding group of people including major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators. Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.
High degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Ability to maintain confidentiality in all matters, including those related to sensitive donor relations.
Experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.
Proven knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports, purchasing, accounting, Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.
Excellent writing/composition/spelling/proofreading skills; excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Must have access to reliable transportation and a valid California Driver's License.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
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