Administrative Specialist

The University of Texas at Arlington; Arlington (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Texas at Arlington seeks an experienced Development Administrative Specialist to support the Associate Vice President for Development and supervise the Development Coordinator team. The role includes calendar management, meeting logistics, travel arrangements, and handling confidential information across the department.

You will coordinate special projects, track donor activity in the development database, and ensure timely communication with donors, prospects, and university

Qualifications

• Associate's degree in business or related field and 5 years of administrative support experience OR 7 years of equivalent experience.
• Experience with donor databases and development software is preferred.

Responsibilities

• Provide administrative support to the Associate Vice President for Development.
• Coordinate calendars, meetings, travel, and correspondence for the AVP.
• Oversee Development Coordinator team and track timelines and deadlines.
• Record donor activity and manage internal communications across campus.

Skills

Microsoft Office

Administrative support

Project coordination

Communication skills

Education

Associate's degree in business

Tools

Raiser's Edge

Database management

Job description

Purpose of Position

The Development Administrative Specialist provides critical administrative and operational support to the Associate Vice President for Development while overseeing the team of Development Coordinators. This position is responsible for coordinating special projects, managing program operations for teams reporting to the AVP, and ensuring effective communication and workflow across the department. The role encompasses a broad range of administrative responsibilities, including calendar management, meeting coordination, travel arrangements, correspondence, and other office operations essential to supporting the Development team.

Essential Functions

• Responsible for managing all administrative functions for the Associate Vice President for Development.
• This includes researching and tracking donors and prospects, scheduling appointments, managing travel arrangements, preparing meeting agendas, organizing development tasks, and overseeing special projects.
• Manage calendars and respond to inquiries by phone, mail, email, or in person for the AVP.
• Coordinate activities for the functional areas managed by the AVP. Assist with tracking budget items for the planning of annual budgets.
• Provide project management for the AVP including the oversight of timelines and deadlines for the execution of projects and briefings.
• Record donor activity in development database including, but not limited to, tracking information on proposals, visits, strategies, next-steps, reports, and contact information updates.
• Coordinate these functions with other colleagues in University Advancement and across campus.
• Manage and oversee the Development Coordinator team by directing daily operations, assigning and prioritizing work, coordinating workloads, and providing guidance and training. Ensure consistent processes, monitor the timely and accurate completion of administrative and development-related activities, and foster collaboration in support of the goals and operations of the fundraising team.
• Coordinate internal and external communications with donors, prospects, and other constituents.
• Maintain a campus-wide communication network that supports collaboration and the effective exchange of information among key stakeholders.
• Work closely with the Executive Assistant to the VPUA, Development Coordinators, and others who regularly interact with the AVP to ensure timely communication, coordinated activities, operational efficiency, and the appropriate handling of confidential and sensitive information.
• Performs other duties as assigned.

Required Qualifications

• Associate's degree in business or a related field of study and five (5) years of experience providing high-level administrative support OR seven (7) years of an equivalent combination of education and experience.

Preferred Qualifications

• Working knowledge of Raiser's Edge and related development software.
• Experience working in a fundraising environment at a higher education institution.
• Advanced knowledge of computer technology, including the ability to use specialized software packages for spreadsheets, graphics, word processing and database management.

Knowledge, Skills & Abilities

• Proficiency with Microsoft Office products: Word, Excel, and other common office software.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to communicate and liaise with faculty, administrators, and external constituents.
• Efficient and competent working knowledge of Microsoft Office.

Work Schedule

• Monday through Friday; 8:00am through 5:00pm.

Benefits Information

• Position is benefit eligible: Yes

We are proud to offer a comprehensive benefits package to our employees at the University.

https://www.uta.edu/hr/employee-benefits