Project Associate

UVA External Relations and UVA Engineering seek an experienced Project Associate to join a growing and aspirational School of Engineering and Applied Sciences (SEAS) Advancement team. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

The Project Associate will serve as an integral organizational point person for and provide high-level development administrative support to the SEAS Executive Director, working in close partnership with UVA External Relations and the SEAS Dean’s Office. The Project Associate will track projects, ensure major milestones are achieved, and provide administrative support for the management of the UVA Engineering Foundation. The Project Associate will address operational needs, resolve issues, and support team priorities. The Project Associate may supervise a student intern and will report to the Executive Director of Development, UVA Engineering.

Key Responsibilities:

Executive & Administrative Support

• Provide administrative, operational, and project support to the Executive Director and Dean’s Office on development matters, exercising independent judgment in prioritizing tasks and resolving issues.
• Develop and prepare briefing materials for donor visits and events, ensuring the Dean’s Office and Executive Director are strategically equipped for engagement.
• Manage and reconcile expense reports and process reimbursements for the Executive Director and development team with a high degree of accuracy and autonomy.
• Oversee general office operations, including drafting and editing correspondence, managing communications, coordinating travel, and ensuring smooth day‑to‑day workflow.
• Maintain current knowledge of organizational policies and procedures through cross‑training and apply this expertise to ensure compliance across all activities.
• Provide support and direction to a student intern, as appropriate, including training and task delegation.

Donor Relations, Stewardship & Fundraising Support

• Lead the production and distribution of weekly acknowledgement letters and donor stewardship materials, ensuring timely and personalized donor engagement.
• Independently generate and analyze recipient lists, demographic reports, and outcome measurement data; maintain donor records; and manage event and proposal tracking.
• Oversee accurate gift administration by establishing new funds, processing gift agreements, and coordinating the distribution of gift funds from the Foundation to the School.
• Identify opportunities to enhance stewardship processes and recommend improvements to strengthen donor engagement.

Data, Reporting & CRM/Systems Management

• Design, implement, and manage tracking systems, reporting tools, and data processes to monitor fundraising progress and inform strategic decision‑making.
• Serve as a subject‑matter expert on the Advancement CRM, collaborating with UVA Donor Relations and Advancement Operations teams to optimize system functionality and data integrity.
• Manage donor outreach lists, reports, invitations, and solicitation data using Tableau and the Advancement CRM, ensuring accuracy and strategic alignment.
• Provide database management and troubleshooting support, proactively identifying and resolving data issues.

Financial Management & Budget Administration

• Create purchase orders, reconcile expenses, and contribute to budget development, tracking and forecasting.
• Initiate and track UVA Engineering Foundation disbursement requests, ensuring compliance with financial policies and donor in
• Oversee the accuracy and timeliness of gift fund distribution processes.
• Provide audit support and documentation for IRS Form 990, maintaining required records and supporting monthly UVA Fund meetings.

Foundation & Compliance Support

• Provide support for the management and operations of the UVA Engineering Foundation.
• Support UVEF Board and Committee meetings, including materials preparation and event logistics.
• Manage the renewal of state registrations for the UVA Engineering Foundation, serving as the primary liaison with legal counsel.
• Oversee regulatory UAO compliance by managing documentation requests and ensuring adherence to policies and reporting requirements.
• Maintain documentation for IRS Form 990 and provide audit support.

Role Summary

The Project Associate plays a key role in advancing the mission of the School by guiding the creation, implementation, and evaluation of short‑ and long‑term goals across administrative, stewardship, data, financial, and board governance functions. The Project Associate exercises sound judgment, anticipates needs, and collaborates with partners across External Relations, UVA Engineering, and the Dean’s Office to ensure effective, compliant, and strategically aligned operations.

The ideal candidate will have the following:

• Education: Bachelor's degree.
• Five or more years of experience in an office management or executive support role, preferably in a non-profit or higher education environment.
• Understanding of non-profit fundraising and fund management.
• Demonstrate excellent oral and written communication, organizational skills, and strong customer service and constituent relations to meet deadlines.
• Proficient in computer applications, working knowledge of relational database and software programs, especially SQL and Tableau.
• Ability to navigate database systems and analyze information using critical thinking and critical thinking skills.
• Prior experience with CRM databases and other marketing or event software such as SalesForce, Marketing Cloud, Eventbrite, etc.
• Proficiency with Microsoft Office programs.
• Ability to work independently, using sound judgment to navigate obstacles as needed and complete tasks with minimal guidance.

Position Type & Work Location

• This is an exempt-level, benefited position. Learn more about UVA benefits.
• This is a restricted position, which is dependent on funding and is contingent upon funding availability.
• UVA External Relations offers a flexible workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. This position is expected to work in the office most days on Grounds at the School of Engineering and Applied Sciences or in the External Relations offices at Old Ivy Hall located in Charlottesville, Virginia.