Administrative Assistant

This Administrative Assistant position is with University of Arizona in Tucson, AZ. Administrative and Calendar Support Maintains the Senior Director of Development’s calendar; prioritizes and schedules meetings and prepares background materials as needed. Schedules department staff meetings; takes, distributes, and maintains meeting notes. Proofreads proposals. Provides portfolio management assistance to the Senior Director of Development by keeping portfolio information organized and up to date. Donor and Development Support Serves as a first point of contact for donors, staff, and the public; provides professional and effective customer service in all interactions. Serves as a contact point between Central PAE and the college or department regarding donor acknowledgment questions; provides information based on established guidelines and submits support requests as needed. Uses the Blackbaud Constituent Relations Database (Lynx) to prepare gift acknowledgment letters and background materials. Maintains a database of prospective proposal content and keeps information current based on updates from department liaisons; prepares draft donor giving menus and coordinates proposals using standard templates. Tracks, updates, and maintains development stages for college donors in cultivation or solicitation. Office Support Orders and maintains office supplies for the Development and Alumni team. Facilitates travel arrangements, including reservations, conference registrations, and related reimbursements. Prepares expense and travel reimbursements and travel authorizations for development staff to submit to the PAE for processing and authorization. Supports Eller College events, which may occur during evenings or weekends. Knowledge, Skills, and Abilities (KSAs): Self-motivated, focused, positive attitude, flexible, and proactive Highly organized with strong attention to detail and high degree of flexibility Ability to identify creative solutions that address time, budget, and quality Ability to develop, organize, and implement office procedures and systems Ability to deal with sensitive and confidential information with tact and discretion. Ability to initiate and complete projects with minimal supervision Proficiency in Microsoft Office and Excel Ability to successfully manage multiple priorities in a deadline-driven environment Ability to work well with teams across a variety of departments