Athletics Development Assistant (HR Title: Coordinator 1)

About the role

The Athletics Development Assistant for Development and External Affairs reports to the Assistant Athletics Director of Development. This position is instrumental in managing the administrative components of the SMU Athletics Development office and External Affairs team while serving as the primary liaison to the Lettermen's Association.

Responsibilities

• Manage the contact outlets (phone and e-mail) for the SMU Athletics Development office.
• Manage the Athletics database (Paciolan) including gift entry and database hygiene.
• Reconcile the Athletics database and the University's database (Blackbaud/BBEC).
• Execute all gift acknowledgments.
• Provide event and project support.
• Help the department head of Athletics Development with administrative responsibilities including travel requests, expense reports, and donor meeting contact reports.

Essential Functions

• Manage the phones and e-mail accounts.
• Provide quality control to ensure that all donors inquiries are answered and resolved in a timely manner.
• Greet visitors upon arrival.
• Schedule weekly team meetings and quarterly committee meetings, and provide agendas and fundraising reports for these meetings.
• Order office supplies.
• Aid development officers with booking travel, submitting expense reports via SAP Concur, and crafting invoices.
• Work collaboratively with other administrative assistants across campus, including the Athletic Director's administrative assistant for scheduling requests and other needs.
• Manage the Athletics database (Paciolan) which includes, but is not limited to: running fundraising reports, compiling lists of donors/lapsed donors, processing donations and season ticket purchases, data integrity checks, and supporting the team in other database-related measures.
• Manage gift entry and reconciliation between Paciolan and Blackbaud databases.
• Manage priority point ranking.
• Responsible for generating and distributing gift acknowledgments and thank you cards.
• Support SMU Athletics Development's team event operations including home football and men's basketball games and other donor events throughout the year.
• Liaison with the Lettermen's Association: work with the lettermen's association to book spaces for quarterly meetings, record and disseminate meeting minutes, assist with inquiries related to complimentary lettermen's association member tickets, provide administrative support to subcommittees including the Hall of Fame Induction Committee and Silver Anniversary Mustang Award Committee on nomination process, including nominee profiles and meetings to cast votes for inductees.
• Position requires regular evening or weekend work for athletic events.

Qualifications

• A high school diploma or equivalent is required.
• A Bachelor’s degree, preferred.
• A minimum of two (2) years of experience is required.
• Previous administration experience preferred.
• Experience in Athletics development or a non-profit desired.

Skills and Abilities

• Demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University.
• Demonstrate strong written communication skills.
• Develop and maintain effective relationships with a wide range of constituencies is essential.
• A strong customer service orientation is essential.
• Identify and analyze problems, as well as devise solutions.
• Organize, plan, and manage time effectively.
• Focus on attention to detail.
• Proficient with Microsoft Office Suite.
• Experience with Paciolan/PAC Funds preferred.
• Experience with Blackbaud BBEC or Salesforce desired.

Physical and Environmental Demands

Sit for long periods of time.