DESCRIPTION

The Development Assistant will provide administrative support as well as development support for complex and confidential projects. Administrative support responsibilities include: high volume calendar support, handling a large volume of mail and email discriminately, 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 entering contact reports and necessary actions in database system for senior-level development officers. Incumbent will provide complex event management support for small, private lunches and dinners for high level donors as well as large scale receptions. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expenses records as assigned. As requested, manage special projects of a highly confidential and sensitive nature. Incumbent will interact with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and 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. Under supervision of the Executive Director of Development-Strategic Initiatives, the incumbent will provide administrative, fiscal, and development support.

Equity, Diversity, and Inclusion are core values at UC San Diego and Advancement is committed to a continuous process of learning and updating practices to support systemic evolution toward equity, diversity, and inclusion for our team and constituents. We foster the UC San Diego Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. UC San Diego provides resources and services so employees can develop a deeper connection to our diverse campus community. Explore more at: UC San Diego Staff Associations network and Campus Community Centers.

QUALIFICATIONS

• Demonstrated experience and proven ability to function at a high administrative level in providing executive level support while representing the organization’s best interests at all times.

• Demonstrated interpersonal skills with the ability to interact in a positive manner with diverse and demanding clientele, including major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators, using a high degree of tact, diplomacy, and discretion, with emphasis of flexibility and professionalism. Ability to encourage and develop a collaborative and positive environment among colleagues.

• Proven excellent organizational skills. Demonstrated ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and high degree of accuracy at all times. Ability to coordinate workflow in an office with a multitude of diverse activities running simultaneously.

• Demonstrated knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports, and skill to monitor financial activities and transactions for report generation.

• Demonstrated high degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Foster the Principles of Community. Demonstrated ability to maintain confidentiality in all matters, including those relating to sensitive donor relations issues.

• Demonstrated ability to arrange and coordinate logistics, and support meetings and community and special events.

• Demonstrated writing/composition/spelling/proofreading skills: to compose clear, concise correspondence with strong, demonstrated knowledge of grammar, punctuation, spelling and format. Skill in editing own and others’ work. Ability to take and transcribe minutes.

• Demonstrated verbal communication skills to provide information clearly to a broad variety of people, both in person and on the telephone.

• Demonstrated experience in producing gift reports from database on private support; proven ability to utilize and maintain donor database to insure accurate and complete information on donors, gifts, and prospects with objective of retrieving up-to-the-minute information.

• Proficiency in adapting computer software programs to meet needs of a fast-paced, collaborative office. 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.

• Knowledge and ability to research, analyze, and compile statistical, historic and membership information and prepare accurate reports for distribution to various individuals, administrators, and groups. Knowledge of the techniques of donor/prospect research with the ability to extract and distill pertinent/critical information from multiple sources.

• Demonstrated competency and commitment to equity, diversity, and inclusion.

• Analytical skills to recognize problems, present alternatives, implement solutions and follow through to ensure effective change.

• Demonstrated ability to operate office equipment proficiently, including copiers, scanners, and fax machines; demonstrated expertise in PC based computer software.

• Ability to effectively work both independently and cooperatively and to persist in accomplishing assigned tasks, with appropriate follow-through on assignments with minimal direction.

• Ability to effectively work both independently and cooperatively and to persist in accomplishing assigned tasks, with appropriate follow-through on assignments with minimal direction.

SPECIAL CONDITIONS

*Must have access to reliable transportation and/or a valid California Class C Driver License to drive UC-owned vehicles.
*Occasional overtime may be required, including evenings and weekends as workload demands.