Position Title: Administrative Associate for Major Gifts
Position Type: Regular
Salary Range:
$24.17 - $27.78 per hour; commensurate with experience.
Pay Frequency: Hourly
OVERVIEW
Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 9,000 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees.
Ranked among the top 15 percent of universities nationwide by U.S. News and World Report, Santa Clara University is California's oldest operating institution of higher education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
University Relations builds Santa Clara University's excellence and character by strengthening relations with alumni, parents, and friends of the University, raising public awareness, and increasing private philanthropy. The development division has been recognized with the CASE Educational Fundraising Award, an honor given each year to superior fundraising programs at educational institutions across the country.
A. PRIMARY PURPOSE OF POSITION
Reporting to the Executive Director for Major Gifts (ED), the Administrative Associate provides a full-range of administrative support and assistance to the Executive Director of Major Gifts and a team of Development Directors tasked with generating campaign and general financial support for the University. The Administrative Associate will work independently overseeing key elements of the technical, logistical, programmatic and high-level communications to internal and external constituencies in support of Major Gifts giving. The Administrative Associate will work to ensure that the ED and the development team receive the highest level of operational and strategic support possible. Candidates must demonstrate skills in working as part of a diverse team, skills in establishing and maintaining cooperative working relations with department members and the campus community. Working closely with the ED, and the other administrative staff, the Administrative Associate is responsible for day-to-day administrative needs, along with the needs of the development unit.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Program management support to Executive Director, Major Gift Officers, Athletic Development Directors and the UR Chaplain.
Accountable for creating, editing correspondences, briefing and reports.
Responsible for complex calendar management including scheduling and logistics of Major Gift Officers, donor and staff meetings, visits and internal events; and with other executive-level administrative staff.
Independently prioritize calendar activity requests and effectively and respectively coordinate with a range of individuals.
Assist ED and Major Gift officers with special strategic projects and participate in assigned special projects as needed.
Provide administrative support including scheduling and preparation of general correspondence, proposals, briefings, and other targeted correspondence including high level contact reports in CLARA.
Using the University's donor (CRM) database and other tools, run reports and briefing information upon request, and process updates. Process contacts for the development officers' touches with prospects, donors and others.
Coordinate and oversee travel arrangements, including developing itineraries and assembling travel packets for Major Gift officers.
Provide budget and financial management not limited to managing expense reports, reimbursements and payment requests in a timely matter.
Create and maintain appropriate filing systems to ensure organization and quick retrieval.
Conduct research, assemble and analyze data to prepare reports, proposals and targeted correspondence.
Coordinate with other teams in Development to complete projects on behalf of fundraisers.
Perform other responsibilities and special projects, including support of targeted events, as needed or assigned to support Development and University initiatives.
Plan and coordinate defined projects, programs and/or events as directed by ED from start to finish.
Collect materials for and maintain department collateral files and prepare presentation folders for the Major Gift officers.
Provide occasional UR front desk support.
Analyze fundraising progress against individual and team goals; prepare comparative reports; and produce internal communications to share the information with key collaborators, including production of annual reports for the President's Office.
Serves as liaison and first line of communication between Major Gifts and all University departments.
Prepare and mail donor stewardship items not limited to holiday cards and ornaments, endowment reports, personal mementos.
Provide gift agreement processing support including obtaining approvals, e-signatures, distribution and database input.
Other duties as assigned.
The diversity of workload requires leadership, flexibility, confidence, efficiency, and attention to detail, accuracy, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This position also requires tact, diplomacy and a high level of confidentiality in dealing with members of the University community and the University's top donors.
C. PROVIDES WORK DIRECTION
This position may provide work direction for student workers.
D. GENERAL GUIDELINES
Recommends initiatives and implements changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals.
Develops and implements guidelines to support the functions of the unit.
E. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
Knowledge
Strong working knowledge of principles and processes of professional fundraising and understanding of donor relations concepts, procedures and techniques.
Exercise knowledge and discretion in situations requiring independent decision making and in handling confidential and sensitive materials
Experience using technology to enhance communications as well as operational efficiencies in the office.
Knowledge of budget management practices.
Experience producing well written materials, with attention to accuracy, grammar and messaging to target audience.
Experience providing exemplary customer service to internal and external clients including the ability to effectively interact with high level University officers and the public.
Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.
Skills
Excellent written and oral communication skills, including the ability to proofread, draft documents and prepare presentations.
Demonstrated interpersonal skills and the ability to collaborate, build alliances, and achieve results.
Strong organizational skills and demonstrated ability to prioritize and manage multiple projects simultaneously in a fast paced, dynamic team environment.
Must be a goal-oriented and exceedingly well organized individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.
Expert planning, coordination and organizational skills, including skill to manage numerous projects simultaneously.
Excellent computer skills; proficiency in using advanced functions of word processing, Excel spreadsheets, PowerPoint, Google products (i.e., Google docs, Gmail, etc.) database and web resources. Knowledge of CRM database and willingness to learn new software if needed.
Demonstrated budget and analytical skills.
Abilities
Ability to analyze and provide adapt quickly and a willingness to learn new systems and tools.
Ability to motivate, build long-term relationships with and gain the respect of internal and external colleagues.
Independently manage time and work load to multitask and achieve goals in a deadline driven environment while maintaining a strong attention to detail.
Demonstrate a genuine desire to contribute to a collaborative and professional team environment with a positive attitude, sense of humor and flexibility.
Experience supporting multiple staff persons.
Ability to work independently, exercising sound judgment and discretion.
Demonstrated initiative toward streamlining and improving existing procedures and developing best practices.
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation and excellent interpersonal skills.
Demonstrated sound judgment in situations requiring independent decision-making and in handling highly confidential and sensitive material.
Demonstrated ability to manage time and workload to multitask and achieve goals in a deadline-driven environment while maintaining strong attention to detail.
Ability to take initiative, present options, and anticipate outcomes; to work with both urgency and calm; the ability to juggle multiple projects simultaneously; flexibility; and comfort working in a fast-paced and changing environment.
Education/Experience
Bachelor's Degree preferred.
Minimum of four years' professional experience in an administrative function, preferably in a non-profit organization, higher education institution or related field.
F. PHYSICAL DEMANDS
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
Must have valid driver's license.
May be required to take class/test to operate golf cart.
May at times require physical labor.
G. WORK ENVIRONMENT
Typical office environment
Mostly indoor office environment
Offices with equipment noise
Offices with frequent interruptions
EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
To apply, please visit: https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Administrative-Associate-for-Major-Gifts_R2924
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