Administrative Associate, College of Medicine - Phoenix
Phoenix, AZ 
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Job Description
Position Information

Title Administrative Associate, College of Medicine - Phoenix
Department Development Office (9903)
Location UAHS - Phoenix
Position Summary

Reporting to the University Development Program (UDP) and assigned to the University of Arizona Health Sciences / College of Medicine – Phoenix Development Team, this position performs varied advanced administrative and development related work unique to the University Development Program requiring initiative and independent judgment.

The Administrative Associate will take direction and be managed by the Senior Director of Development for the College of Medicine – Phoenix, as well as University of Arizona Foundation and University Development Program team members. This position will also support the Director of Development for the Arizona Cancer Center in Phoenix.

This position requires a high degree of professionalism, discretion, and organization; accuracy and attention to detail; use of good judgment; excellent communication and interpersonal skills; an ability to set priorities and handle multiple projects; and a high degree of computer proficiency. Incumbents work independently under general direction, keep official records, recommend administrative policies, and interpret guidelines, procedures, policies and practices. Incumbents may have contact with high-level constituents requiring use of business vocabulary, tact, discretion and judgment.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please .

The University of Arizona is in the process of creating a new classification and compensation architecture. This University Career Architecture Project (UCAP) will revolutionize the way we think about professions and manage compensation at the UA. It is a two year initiative that will replace the current classified staff and appointed professional categories of employment with market-based job functions and families. As an applicant, UCAP will create clearer career paths and opportunities and will help you make more informed pay decisions. To learn more about this project, please visit ucap.arizona.edu.

Duties & Responsibilities
  • Provide professional and effective customer service with all interactions.
  • Screen and direct phone calls to the appropriate staff member and assist customers when necessary.
  • Provide administrative support for the Senior Director of Development for the College of Medicine – Phoenix and direct reports, as well as the Phoenix-based Director of Development for the Arizona Cancer Center.
  • Ensure office operations are efficient and in compliance with UDP and department policies and procedures.
  • Ability to learn and follow established UA and UA Foundation (UAF) policies and procedures to complete work; the ability to explain and respond to inquiries from a variety of sources based on the established policies.
  • Maintain office supplies and/or stationary needed for assigned unit.
  • Maintain office files, including shared drives organized and up-to-date.
  • Schedule meetings and appointments for development officers, UA unit deans and directors, donors and other individuals as requested by supervisors. Prepare or direct preparation of minutes, notices, manuals, agendas and correspondence.
  • Proactively manage Sr. Director's calendars to include high-level donor visits and various department and UDP meetings.
  • Process acknowledgement letters for donor gifts; includes pulling reports, updating, printing and mailing letters in accordance with Central Stewardship procedures and deadlines.
  • Assist with mailing other stewardship-related correspondence such as student scholarship thank you letters; includes printing and mailing letters in consultation with the Stewardship Officer and Development Officer.
  • Prepare gift transmittal forms and non-gift deposit transmittal (and is knowledgeable about required documentation and fund numbers assigned) for Financial Services.
  • Serve as the liaison between Central UDP and the college, unit/department for all questions pertaining to donor acknowledgment; create helpdesk requests as needed regarding issues that may arise, or to answer questions for departments and/or the office.
  • Facilitate travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc.
  • Prepare expense and travel reimbursements and travel authorizations for development staff to submit to the business office or UA Foundation Financial Services for processing and authorization.
  • Proficiently utilizes Raiser's Edge (RE) or Lynx database for preparation of gift acknowledgement letters and background materials in accordance with UDP and department standards and procedures.
  • Work with the assigned unit's development office to generate lists for the purpose of gift acknowledgement.
  • Enter development staff activity and other information into the Raiser's Edge or Lynx database, as requested.
  • Assist in supporting unit development team priorities and events.
  • Arrange development officer meetings, training seminars, and other meetings as requested.
  • Travel between UAHS and main campus units/departments/offices as required.
  • Partner with college/unit business managers and Dean’s Office to reconcile financial accounts.
  • Perform other tasks as assigned.
Knowledge, Skills, & Abilities
  • Excellent writing and proof-reading skills.
  • Excellent knowledge of office and administrative procedures and policies.
  • Skill in developing and maintaining good working relationships.
  • Excellent interpersonal communication skills, including written and oral communication.
  • Exceptional organizational skills: detail-oriented, able to prioritize strategically, and effectively juggle multiple projects simultaneously.
  • Ability to effectively communicate.
  • Knowledge of basic accounting.
  • Excellent knowledge of office and administrative procedures and policies.
  • Ability to coordinate marketing materials and department website.
  • Ability to handle multiple projects.
  • Ability to problem-solve and make decisions.
  • Ability to work independently and as part of a team.
Minimum Qualifications

Please see Arizona Board of Regents Minimum Qualifications below.

Arizona Board of Regents Minimum Qualifications

Bachelor’s degree in Business or field pertinent to work unit AND one year of directly related administrative experience; OR, five years of directly related administrative experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • Experience with relational databases such as Raiser's Edge.
  • Experience in higher education or non-profit fundraising environment.
  • Knowledge of UA campus.
  • Prior experience in a development/advancement program.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Exempt
Posted Rate of Pay DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Posting Detail Information

Posting Number S27895
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Anita Berberi
Talent Acquisition Associate
anita.berberi@uafoundation.org

Open Date 10/10/2019
Review Start Date 10/15/2019
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.


The University of Arizona is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply.

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Hours per Week
40
Salary and Benefits
DOE
Required Education
Bachelor's Degree
Required Experience
1+ years
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