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.

• 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.
• Manage the Office team calendar and assist with scheduling appointments.
• Process mail twice daily, sorting and delivering mail to appropriate staff.
• With supervision from the AVP, work with internal Foundation teams to coordinate planning, logistics, and hosting of regularly scheduled special events and meetings. Serve as a secondary Office liaison concerning information about the program or events being conducted or hosted; communicate arrangements to appropriate individuals and resolve scheduling conflicts/issues.
• Generate correspondence, reports, and other documents on own initiative or from rough drafts; correct grammar, spelling, punctuation errors. Manage mailing preparation and scanning of correspondence including donor legacy society, endowment agreement certificates, insurance communication, vendor statements, and marketing responses as appropriate.
• Maintain information in Foundation database. Pay close attention to detail and provide quality‑control check on data. When required, make changes to database notes, event maintenance, and gift information. Generate requests for research and modification of information with Foundation IT and research.
• Compile information from Foundation database and other sources to generate reports and mailing lists as directed.
• Assist Office with gift acknowledgements and prepare regular and ad‑hoc reports.
• Coordinate complex integration of Office data between paper processes, online file systems, third‑party trust provider vendor, Foundation accounting systems, and Foundation database.
• Prepare departmental check requests, gift disbursements, travel authorizations, and expense reimbursement requests.
• Prepare requested materials for donor and other visits of development officers within the Office.
• Answer departmental telephones and transfer calls to appropriate members of the Office.
• Relieve building security personnel for coverage as needed.
• Assist with stocking office and printer/copier supplies for the Office and other shared users.
• Perform other related duties as assigned.

• Ability to organize and prioritize multiple tasks and timelines to meet deadlines.
• Diplomatic handling of community and campus inquiries; capable of handling highly sensitive and confidential information and maintaining confidentiality at all times.
• Excellent time management and organizational skills.
• Accurately follow instructions and promptly follow through with delegated tasks.
• 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.
• 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.
• Understand and follow all Federal, UA, and PAE policies and procedures, including UA and PAE scholarship and financial aid policies, as well as the UA Gift Policy.
• Strong work ethic and self‑motivated.
• Use professional judgment and discretion to solve…