Coordinator, Development Operations

University of Texas at Austin•Austin, TX

9d•Onsite

About The Position

This person will play a crucial role in supporting the administrative functions of the Longhorn Foundation senior leader. This position requires a highly organized individual with exceptional communication skills, attention to detail, and the ability to handle a wide range of administrative and executive support tasks. The successful candidate will work closely with senior leadership and other staff to ensure the smooth operation of Longhorn Foundation initiatives.

Requirements

Bachelor's degree.
One year of experience providing administrative support in a collegiate athletics or nonprofit/fundraising environment.
Ability to work independently with minimal supervision while anticipating the needs of senior leadership.
Professional demeanor.
Ability to project the image of the University of Texas and the Athletics Department with dignity and grace regardless of circumstances and environments.
Ability to communicate effectively.
Demonstrated excellent interpersonal and communication skills to enhance interaction with student-athletes, peers, alumni, administrative personnel, and the community.
Experience working in Microsoft Office Suite.
Relevant education and experience may be substituted as appropriate.
Class "C" operator's driver's license.
Must provide a current three year driving record from the current state of residence.
If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.
Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Nice To Haves

Two or more years experience providing administrative support in a collegiate athletics or a nonprofit/fundraising environment.
Experience managing complex calendars, travel logistics, and high-volume correspondence for an executive.
Familiarity with donor/CRM databases.
Experience with processing gifts and maintaining donor-records in a non-profit/fundraising environment.

Responsibilities

Manage day to day operations and serve as the primary point of contact for inbound communications to the Executive Senior Associate Athletics Director.
Coordinate all aspects of the Executive Senior Associate Athletics Director’s calendar, safeguarding their time to meet high demand by the administration, staff, donors, and VIP guests as necessary.
Set and manage appointments, ensuring that required information is noted on their calendar, and that all meeting materials, presentations, or appropriate briefings are given prior to meetings.
Coordinate meetings with internal and external stakeholders, route inquiries to the appropriate team members, manage electronic and physical correspondence, and maintain the Executive Senior Associate Athletics Director’s office files.
Maintain shared files and organizational resources and prepare presentations, reports, correspondence, and other materials on behalf of the Executive Senior Associate Athletics Director as needed.
Coordinate staff meetings; prepare executive-level fundraising summaries, prepare agendas and reports for senior leadership and department meetings, briefings, production documents, and follow-up materials as needed.
Coordinate travel arrangements for the Executive Senior Associate Athletics Director and official guests, including developing itineraries, booking travel, preparing itineraries, process travel reimbursements, and draft or edit travel-related correspondence.
Manage administrative and business operations on behalf of the Executive Senior Associate Athletics Director, including purchase orders, contracts, payments, event expenses, and related financial transactions.
Reconcile ProCard.
Assist with budget reconciliation.
Coordinate visits hosted by the Executive Senior Associate Athletics Director, including scheduling meetings, developing itineraries, arranging logistics, preparing briefing materials, coordinating visitor communications, greeting guests, arranging parking and building access, providing hospitality, and serving as the primary point of contact before and during visits.
Proof and send gift agreements to donors via Docusign on behalf of gift officers.
Provide gift officers and senior leadership with accurate donor and giving information.
Maintain historical fundraising trends and benchmarks.
Assist with tracking solicitations, proposals, pledges, and closed gifts.
Provide back-up to the Assistant Director of Operations with reporting and gift processing functions.
Assist with maintaining reporting standards and definitions.
Maintain confidential records, sensitive information, correspondence, and conversations with the utmost care.
Work hospitality areas on gamedays.
Consistently exemplify the core values and quality service standards of Texas Athletics.
Always act ethically.
Proactively seek guidance when unsure or unclear of a law, rule or policy applicable to you or your department/sport program.
Actively participate in assigned education and training programs.
Comply with all laws, policies, rules and regulations set forth by the Board of Regents of The University of Texas System, The University of Texas at Austin, NCAA, Conference, or other governing body, including state and federal laws.
Annually obtain prior written approval and report all outside activities and outside income.
Report knowledge of, or reasonable cause to believe, violation(s) of state or federal laws, policies, rules, or regulations of the University, Conference, or NCAA to IA ARMCS or IA HR.
Fully cooperate with any investigation by providing complete and accurate information when requested to do so by Texas Athletics and/or the NCAA and do not influence others in any way during an investigation.
In compliance with Title IX of the Education Amendments of 1972 and Texas Education Code Sec. 51.252, this position may be a Non-Confidential Employee as defined by University policies on Sex Discrimination, Sexual Harassment, Sexual Assault, Interpersonal Violence and Stalking.
As a Non-Confidential Employee, individuals employed in this position will report incidents of such prohibited conduct to the University’s Title IX Coordinator or Deputy Title IX Coordinator as required by applicable law or University policy.
An employee who does not report an incident or who makes a false report is subject to termination and may be charged with a criminal offense (Class A or Class B misdemeanor).
For more information about employee responsibilities under Title IX, including information about confidential employee reporting exceptions, please visit the Title IX website at http://titleix.utexas.edu.