Development Assistant

University of Colorado•Hybrid, CO

2d•Hybrid

About The Position

Under minimum supervision, performs tasks of Administrative Assistant III and may provide functional guidance to clerical staff. Makes administrative decisions and takes action in the manager’s absence. Duties and tasks reflect substantial variety and complexity. Is a resource to others in the resolution of complex problems and issues. Applies skills and knowledge in multiple functions. Responsibilities must include a distinct development component not ordinarily contained in an Administrative Assistant position, distinguished from Executive Assistant in that incumbent reports to a high level manager, but not executive leadership.

Requirements

Three years of general clerical experience.
College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Ability to act in both a reactive and proactive manner.
Outstanding customer service skills.
Attention to detail.
Knowledge of general office procedures, protocol and professionalism; expert knowledge of Business English, spelling, punctuation and grammar.
Ability to manage multiple tasks simultaneously, adapt to changing priorities, manage time and meet deadlines.
Proven ability to work in a team environment, develop effective interpersonal relationships, provide superior customer service, and communicate verbally and in writing.
Proven data entry skills with ability to input information accurately; prepare and maintain detailed records, files, and reports on an ongoing basis.
Solid ability to coordinate technical presentations including hardware set up.
Solid knowledge of database management with the ability to query reports, utilize data, and convert programs.
Solid ability to work with accuracy and attention to detail and solid knowledge of money handling and mathematics.
Solid knowledge of multi-line phone system.

Nice To Haves

Professional experience working in non-profit, events, and/or development/fundraising.
Professional experience making travel arrangements and reconciling expenses.
Experience using donor database software, such as Advance, or similar software.

Responsibilities

Performs distinct development functions on behalf of at least 4 development officers but up to 5 when necessary.
Provides administrative support functions, such as answering and directing phone calls and emails, sorting and distributing mail, establishing and maintaining files, document management, maintaining office equipment, copies and faxes requested documents, resolving hardware and software issues with supported staff.
Performs clerical and administrative tasks.
Schedules meetings and appointments, and proactively maintains calendars to ensure efficient time management.
Assists staff with calendar management, expense reimbursement, and data entry relative to contacts and activities as needed.
Coordinates actions, questions, and decisions between manager and others.
Works with supported staff as a strategic partner to help them be as efficient as possible.
Acts in a proactive manner at all times.
Follows through on assignments from beginning to end ensuring to always close the loop and remain in constant communication with requestor throughout.
Processing of checks including research on source of gift and designation of funds.
Assists in fund agreement setup, routing, and stewardship activities.
Utilizes data from central database to create requested reports, spreadsheets and correspondence on a routine basis.
Generates and refines downloads for reports and mailing labels as requested by staff.
Completes new account forms, routing and following-up on forms and fund agreements to ensure required approval signatures obtained in timely manner; provides complete information to accounting and stewardship departments and processing staff.
Processes donor checks and gifts, completes routing and tracking forms, generates appropriate acknowledgments.
Updates donor database with notes, strategic plans, contact reports, tasks, etc. to ensure most current and relevant information is available.
Shares information with other team members.
Researches and resolves issues or discrepancies daily regarding donations, fund transfers, and new gift funds.
Follows up to confirm changes have been made.
Prepares routine and non-routine correspondence.
Mail fund agreements, donor gifts, communications materials and other items at the request of the supported staff.
Acts as liaison between the Foundation and the University regarding questions, research information, reports, and operations.
May be asked to work after hours and/or weekends for donor related functions periodically.
Other duties as assigned.