UC Santa Barbara is a vibrant institution that blends centralized and decentralized operations within its Office of Development. The Development Assistant serves as the primary initial contact for Directors of Development in the Engineering and Sciences Development Office, providing critical administrative and financial support to enhance fundraising efforts.
Responsibilities
- Works independently with donor, prospect, fund-raising and gift data retrieved from the Advance database
- Must analyze this complex data in order to design and produce comprehensive management reports to prepare the Directors of Development (Directors) for Engineering and the Sciences for personal solicitations and contacts with donors and prospects
- Prepares and updates gift and biographical profiles on donors and prospects by analyzing donor gift records and gift trends to ensure that data accurately reflects a match of specific donors to specific fund-raising priorities
- Communicates with donors, prospects, volunteers, trustees, key university administrators, faculty, staff and community leaders and represents the Office in the absence of the Directors
- Discretely and professionally handles sensitive information and complies with all appropriate UC Santa Barbara policies and procedures
- Responsible for all donation paperwork for the Office, including UDEV forms
- Includes coordination with the Office of Development's Research and Prospect Management units, Advancement Services unit, Gift Administration, and The UC Santa Barbara Foundation
- Creates and maintains donor and other files needed by the Directors and analyzes data contained in these files to provide reports, letters, and memos to assist the Directors in all aspects of fund-raising duties
- Prepares specific gift reports and background data for Directors' interactions and meetings with senior administrators, faculty, trustees, and volunteers
- Acts as liaison between the Office and campus administrators regarding Engineering and Sciences fund-raising programs
- At the direction of the Directors, assists in planning and hosting donor cultivation and recognition events
- Coordinates all necessary arrangements including parking, room reservations, room set-up and arrangements, dining arrangements, sign-in, RSVP’s, correspondence with both internal campus event planning and facilities departments as well as outside vendors
- Provides coordinated administrative and professional support for the Directors
- Effectively anticipates and performs multiple support tasks, recognizes and solves problems, facilitates a wide variety of requests for assistance, and manages time effectively with shifting priorities and deadlines
- Prepares executive level correspondence and compiles data for various business purposes
- Utilizes Excel to create, produce, share, organize and analyze relational data
- Coordinates calendar scheduling for the Directors
- Must be adept at assessing priorities and resolving conflicting requests
- Includes scheduling appointments and arranging meetings with community members, students, university officials, faculty, and administrators
- Makes travel, entertainment, and meeting arrangements, including meetings and receptions held both on and off campus
- Provides assistance for planning and organizing Engineering and Sciences events, including arranging for catering, invitations, parking, room reservations and follow-up activity in coordination with events planning staff
- Completes and processes all university forms for travel and entertainment, including approval requests, advances, vouchers and check requests
- Provides financial support to the units and assists in the management of the Directors' established budgets, monitors expenses against established budgets and brings discrepancies to the attention of the Directors and the Business Manager; makes recommendations to the Business Manager for needed supplies
- Ensures that all activities and processes are conducted in compliance with University, division and department policies and procedures, and audit requirements
Skills
- High School Diploma or equivalent combination of education and experience
- Excellent computer skills including proficiency in Word, Excel, Google Suite and demonstrated ability to quickly learn various software programs
- Ability to work individually and as part of a team
- Excellent customer service skills are required, as is the ability to maintain confidentiality and act with discretion
- Exceptional verbal and interpersonal skills that foster positive relationships with diverse populations
- Strong organizational skills and unfailing attention to detail and accuracy combined with the ability to work under tight and shifting deadlines
- Bachelor's Degree preferred
- 1-3 years Working in a busy office or work environment
- Typing speed of 64 wpm or higher
- High level of initiative, creativity and energy
Benefits
- Full Benefits
- Excellent retirement and health
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