Administrative Assistant, Gift Planning

General

Position Summary:

This position provides advanced administrative support for the Office of Gift Planning (the "Office") which is focused on gifts made through estate plans and with complex assets. This position reports to the Associate Vice President of Gift Planning (the "AVP"), and works closely with Office staff, as well as, administrative, financial services, and development staff at the Foundation and in University departments.

This position requires a high degree of professionalism, discretion, initiative, and organization; accuracy and attention to detail; use of good judgment; and an ability to set priorities, handle multiple projects with limited supervision, and maintain confidentiality.

Essential Functions/Major Responsibilities:

• Act as the first point of contact for the Office and greet visitors in a friendly manner in person and on the phone.
• Receive requests, answer non-gift-related questions/inquiries, and provide timely assistance to donors where needed.
• Manages the Office team calendar and assists with scheduling appointments.
• Process mail twice daily, which includes sorting and delivering mail to appropriate staff.
• With supervision and direction from the AVP, works with internal Foundation teams to coordinate planning, logistics, and hosting of regularly scheduled special events and meetings. Serves as a secondary Office liaison concerning information about the program or events being conducted or hosted. Communicates arrangements to appropriate individuals and resolves scheduling conflicts/issues.
• On behalf of the Office and self, generates correspondence, reports, and other documents on own initiative or from rough draft; corrects grammar, spelling, and punctuation errors. When appropriate, manage mailing preparation and scanning of correspondence including donor legacy society, endowment agreement certificates, insurance communication, vendor statements, and marketing responses.
• Maintains information in Foundation database. Pays close attention to detail and provides quality control check on data. When asked, makes changes to database notes, event maintenance, and gift information. Generates requests for research and modification of information with Foundation information technology and research.
• Compiles information from Foundation database and other sources to generate reports and mailing lists based on direction.
• Assists Office with gift acknowledgements and prepares regular and ad-hoc reports.
• Coordinates complex integration of Office data between paper processes, online file systems, third-party trust provider vendor, Foundation accounting systems, and Foundation database.
• Prepares departmental check requests, gift disbursements, travel authorizations, and expense reimbursement requests.
• Prepares requested materials for donor and other visits of development officers within the Office.
• Answers departmental telephones and transfers calls to appropriate members of the Office.
• Relieves building security personnel for coverage as needed.
• Assists with stocking office and printer/copier supplies for the Office and other shared users.
• Performs other related duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to organize and prioritize multiple tasks and timelines to meet deadlines.
• Ability to be diplomatic in handling community and campus inquiries; capable of handling highly sensitive and confidential information and maintaining confidentiality at all times.
• Excellent time management and organizational skills.
• Ability to accurately follow instructions and promptly follow through with delegated tasks.
• Ability to build and maintain productive relationships with donors, development colleagues, and UA faculty and staff members.
• Proficient with MS Office Suite (Word, Excel, Outlook, PowerPoint, etc.)
• Physical ability to operate basic office machinery.
• Ability to work in a team-based environment and learn new skills as the work environment and customer needs change.
• Create and deliver regular reports, dashboards, and presentations to communicate key insights and performance metrics to stakeholders.
• Ability to understand and follow all Federal, UA, and PAE policies and procedures,…