Administrative Assistant

University of Arizona College of Medicine - Phoenix; Tucson (AZ); Hybrid; USD 25,000 - 31,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plans

Tuition reduction

Job summary

The Eller College of Management is seeking an Administrative Assistant to support the Development team under the Senior Director of Development. The role involves clerical tasks, calendar management, donor communications, and coordinating travel for college events.

Candidates should have at least a high school diploma and 3 years of administrative experience, with proficiency in Microsoft Office. Visa sponsorship is not available; benefits include health and retirement plans.

Qualifications

• High school diploma or equivalent required.
• Minimum 3 years of relevant clerical/administrative experience.

Responsibilities

• Maintain the Senior Director of Development's calendar and prepare background materials.
• Schedule staff meetings, take and distribute meeting notes.
• Prepare donor acknowledgments and background materials using Lynx database.
• Coordinate travel arrangements and reimbursements; manage office supplies for the development team.

Skills

Calendar management

Customer service

Microsoft Office

Excel

Database management

Travel arrangements

Education

High school diploma or equivalency

Tools

Lynx database

Job description

Interested in supporting philanthropy and relationship-building efforts within a leading business school? Join the Eller College of Management as an Administrative Assistant and provide essential clerical and administrative support to the Eller development team under the direction of the Senior Director of Development.

In this role, you will work closely with a wide range of internal and external constituents, including college and University staff, faculty, students, alumni, and donors. As a member of the Philanthropy Alumni & Engagement Program (PAE), this position is jointly managed by the Eller College of Management and the University of Arizona Foundation, as specified in the Amended and Restated Development Services and Asset Management Agreement dated July 2, 2021.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services,

Duties & Responsibilities

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

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

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

Preferred Qualifications

• FLSA Non-Exempt
• Full Time/Part Time Full Time
• Number of Hours Worked per Week 40
• Job FTE 1.0
• Work Calendar Fiscal
• Job Category Organizational Administration
• Benefits Eligible Yes - Full Benefits
• Rate of Pay $18.15 - $22.69
• Compensation Type hourly rate
• Grade 4
• Compensation Guidance The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.
• Career Stream and Level OC2
• Job Family Administrative Support
• Job Function Organizational Administration
• Type of criminal background check required Name-based criminal background check (non-security sensitive)
• Number of Vacancies 1
• Target Hire Date 10/5/2026
• Expected End Date
• Contact Information for Candidates Chris Baker Senior Director, Development [e-mail]
• Open Date 9/29/2026
• Open Until Filled Yes
• Documents Needed to Apply Resume and Cover Letter
• Special Instructions to Applicant
• Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].