Advancement Associate, Neurosciences

University of Virginia

2d•Hybrid

About The Position

The Health Development Office within External Relations at the University of Virginia (UVA) seeks an Advancement Associate to join our collaborative, high-achieving, and enthusiastic team. The Advancement Associate will play a key role in expanding the scope and enhancing the impact of the Health Philanthropy fundraising program, with a focus on Neurosciences. 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. Position Summary The Advancement Associate plays a key role in expanding the scope and impact of our grateful patient fundraising program. As a member of the UVA Health Development (UVAHD) team, the Advancement Associate will support and speed the work of our fundraising team by providing administrative support to our frontline fundraisers. Administrative support may include: scheduling meetings and preparing collateral materials; arranging travel and process expense reimbursements; drafting minutes; providing communications support for donor engagement; and other tasks as assigned. The Advancement Associate will ensure that our outreach to patient prospects and donors is prioritized, coordinated, and fully compliant with patient privacy law. The incumbent will support our programs and coordinate with other UVA Health Development or External Relations colleagues.

Requirements

High School Diploma/GED required
At least 2 years of related experience
Outstanding oral and written communications skills
Strong customer service and follow-through skills
Working knowledge of administrative procedures
Superior organizational skills
Consistent attention to detail
Ability to handle sensitive information appropriately and maintain confidentiality
Ability to prioritize work, shifting comfortably between tasks as needed
Demonstrated success in working with varied constituencies of people
Ability to work with databases, and organize data / information
Able to pivot easily between independent project work and collaborations with a supervisor and/or team.

Nice To Haves

Bachelor’s degree preferred
More than 2 years of related experience
Previous experience working with Salesforce CRM and / or with Workday
Previous experience in a HIPAA environment

Responsibilities

Schedule meetings for frontline fundraising team and faculty liaisons; manage calendars; organize and confirm meeting logistics; and prepare agenda and supporting materials, including briefings, reports, etc.
Set up and confirm travel arrangements using Travel UVA, hotel accommodations, and car rentals. Provide travel/visit itineraries. Assist team members with expense reports and reimbursements.
Communicate in a professional manner and assist team members in ensuring timely responses to inquiries and requests for information from UVAHD leadership.
Assist team in timely follow-up to visits, including contact reports, thank you letters, processing correspondence and forms, and filing documentation in the OnBase electronic filing system and Advancement CRM.
Provide general office support and partner with colleagues on larger scale projects as needed.
Other duties as assigned.
Manage confidential information on patient donors and prospects for the Health Philanthropy program in full compliance with HIPAA patient privacy law.
Input data into Advancement CRM
Coordinate with physician partners’ administrative liaisons to prepare and mail/email letters of philanthropic introduction; assist frontline fundraising team in scheduling timely follow up.
Collect and maintain an internal list of news articles and communications materials highlighting relevant UVA Health priorities, such as UVA Today articles featuring neuroscience research discoveries or patient care programs.
Provide assistance and support for occasional prospect identification and fundraising events, in partnership with UVAHD Donor Relations team, including but not limited to, creating guest lists and post-event reporting and follow up activities. Staff events as requested.
Assist with drafting and proofing routine correspondence, including acknowledgment letters to donors.
Assist with mailings; pull mailing lists and merge correspondence including solicitations and acknowledgment letters and electronic communications to donors.
Assist with preparation of appropriate fundraising campaign and presentation materials.