Development Associate

UT Southwestern Medical Center • Dallas, TX

3d • Hybrid

About The Position

The Development Associate provides comprehensive administrative support to the Engagement & Participation team, supporting a cross-functional team with responsibilities for annual giving, digital and community fundraising, gift administration, and donor engagement. This role manages scheduling, communications, project coordination, engagement activities, and general administrative functions to ensure efficient and effective team operations. The ideal candidate demonstrates a strong work ethic, exceptional organizational and office operational skills, and a high level of reliability and accountability. With keen attention to detail and a proactive approach, the Development Associate helps maintain accurate records, supports internal processes, and ensures timely follow-through on key priorities. This individual serves as a key connector between teams, fostering collaboration and maintaining strong internal workflows that support donor engagement and philanthropic operations.
Candidates are strongly encouraged to include a cover letter with application.
Success in this role requires professionalism, discretion, adaptability, and a genuine openness to learn and grow within a dynamic development environment.
Non-profit. mail merge and CRM experience is helpful. Intermediate to advanced Microsoft excel skills preferred.
This position is currently under a hybrid work schedule with 3 days in office / 2 days remote.

Requirements

• High School Diploma or equivalent
• 2 years of administrative or development experience
• Experience working for an academic medical center or health-related organization, familiarity with grant processes, and writing experience helpful.
• May consider a degree in lieu experience.

Nice To Haves

• Non-profit experience
• mail merge experience
• CRM experience
• Intermediate to advanced Microsoft excel skills

Responsibilities

• Assist donors and other constituents with questions regarding giving, memberships, and events (process RSVPs)
• Provide support for special and ad-hoc projects related to work and operations of assigned programmatic unit(s).
• Perform various clerical duties for Advancement Services including: recordkeeping, answering phone calls, messaging, welcoming and directing visitors, document copying, etc..
• Provide necessary administrative support for assigned programmatic units in the Office of Development and Alumni Relations.
• Work closely with Director(s) and Development Coordinator to coordinate planning and implementation of direct mail and electronic solicitations and other donor communications.
• Schedule internal and external (general business and donor) meetings on behalf of assigned programmatic units and maintain measurable data on donor contacts (actions) and follow-up in the CRM. Coordinate logistics of donor visits and events as requested, providing support for planning and successful execution. Prepare information for processing expense reports, requisitions, and other financial transactions in support of programmatic units.
• Assist, as requested, in preparing annual cost center/program budgets, regularly monitor program budgets and expenses, and attend monthly financial profile meetings.
• Support gift administration efforts by quickly and accurately managing assigned process cycle for all gifts, including performing data entry for all gifts and pledges by processing daily gift batches into the University constituent database (The Raiser's Edge). Manage and maintain constituent records in The Raiser's Edge, updating organization and individual records as necessary.
• Prepare general acknowledgement letters including appropriate tax substantiations for gifts received adhering to University policies and standards for timely receipting and/or acknowledgement. Prepare, produce, and distribute basic and advanced gift reports as requested and assist in producing other data files and queries as requested by the Office of Development.
• Perform basic and advanced queries in the constituent relationship management system/fundraising database (The Raiser's Edge) to create mailing lists, reports, exports, and other data sets for donor communications, events, appeals, campaigns, etc
• Works with the Director of Gift Administration and Accounting Manager to establish new Charts of Accounts and transfer funds from existing accounts.
• Builds reports and communicates information on how to access funds and the purpose and intent of how funds are to be used with Principal Investigators and Department Finance.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED