Administrative Assistant

About the role

This position reports to the Senior Director of Development within the Arizona Cancer Center (AZCC) and works closely with the AZCC development and leadership team, greater Philanthropy and Alumni Engagement (PAE) team and the University of Arizona (UA).

This position provides a variety of administrative and support-related activities for the AZCC development team (50%) and AZCC leadership (50%). As such it requires a high degree of professionalism, discretion, confidentiality, initiative, and organization; accuracy and attention to detail; use of good judgment; and an ability to set priorities and handle multiple projects with limited supervision.

Duties & Responsibilities

• Provides quality customer service at all times and ensures that office operations are efficient and in compliance with UAF and AZCC department policies and procedures.
• Screens incoming inquiries as needed to provide prompt attention and effectively manage customer/donor expectations.
• Schedules meetings and appointments with AZCC partners, Philanthropy and Alumni Engagement (PAE) staff, UA campus leaders, development officers, prospects, donors, and other individuals as requested by supervisor.
• Distributes daily mail.
• Affords assistance with AZCC and PAE special events including homecoming and meetings as needed.
• Affords assistance in preparing written correspondence, proposals and other materials to donors and executive leadership.
• Prepares gift transmittal forms and non-gift deposit transmittal (and is knowledgeable about required documentation and fund numbers assigned) for PAE Financial Services.
• Proficiently utilizes Blackbaud Constituent Relations Database (Lynx) for preparation of gift acknowledgment letters and background materials in accordance with PAE and department standards and procedures.
• Proficiently uses Lynx to record follow up activities and complete regular data quality control checks and prepare reports.
• Affords assistance in preparing mailing and electronic lists to share communication updates, newsletters, and invitations.
• Manages Senior Director's calendar and prepares materials for meetings.
• Works with PAE central service teams and development officers to submit updates to donor bio/dem data in Lynx.
• Assists in preparing reimbursements and purchase orders.
• Serves as point of contact for campus partners, when requested by leadership, for questions related to UA/UAF/AZCC and center systems and services and to assist with events.
• Prepares expense and travel reimbursements and travel authorizations for development staff for processing and authorization.
• Helps keep office files organized and up to date, including basic project tracking.
• Organizes and facilitates campus tours to prospects, donors and/or other individuals at the direction of the Senior Director.
• For AZCC leadership, will assist with multiple monthly administration meetings, including taking and distributing minutes.
• Affords assistance with meeting logistics, including preparing and submitting invitations and room reservations; selecting, ordering, and working with catering on food and beverages; printing, collating, and distributing materials, audio/visual equipment, etc.
• Facilitates travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc.
• Pcard reconciliation and other entry-level financial assistance in collaboration with business office.
• Will provide event support for large meetings, retreats, and symposium’s specific to AZCC leadership.

Knowledge, Skills, And Abilities

• Knowledge of office and business procedures.
• Commitment to working in a collaborative team environment with shared goals.
• Ability to work efficiently with a wide variety of individuals, including donors, PAE colleagues, deans, faculty and staff.
• Excellent communication and interpersonal skills.
• Ability to effectively communicate both verbally and written.
• Demonstrated commitment to exceptional customer service with the ability to translate the PAE guiding principles of donor-centricity and collaboration into work practices.
• Ability to recognize and handle highly confidential and sensitive information in a discrete and professional manner.
• Work with excellent organizational skills and attention to detail.
• Be able to work independently with the ability to prioritize multiple projects and meet strict deadlines for deliverables.
• Ability to anticipate and discern work priorities and meet deadlines with little supervision.
• Adept at problem-solving and using judgment in situations requiring initiative, tact, and confidentiality.
• An exceptional work ethic and track record of personal initiative required.
• Openness to new ideas and personal flexibility with the ability to adapt and succeed in a multi-task, fast-paced environment with changing processes and occasional ambiguity.
• Ability to inspire cooperation and participation.
• Proficiency in the use of personal computers and Microsoft Office software (Word, Excel, PowerPoint, and Outlook).
• Proficiency or ability to learn additional software required to perform the essential duties of the position.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Experience in writing/editing correspondence.
• Experience in customer service in development, marketing, or higher education setting.
• Experience with fundraising and development functions.
• Experience with relational database systems, such as Lynx, or other constituent relationship management systems.
• Experience or familiarity with communication platforms such as Trellis or Mailchimp.