Development Assistant

ADP, Inc.; Tucson (AZ); On-site; USD 60,000 - 95,000; Full time

Job summary

University of Arizona Foundation seeks a Development Assistant to provide advanced administrative, donor stewardship, and reporting support to the Executive VP & Chief Development Officer. This role coordinates calendars, donor visits, travel, and prepares donor acknowledgments while maintaining donor records in Lynx CRM.

This non-supervisory position requires exceptional organizational, communication, and confidentiality skills, with the ability to manage multiple projects and collaborate with

Qualifications

• Ten years of administrative customer service experience or equivalent combination of experience and education.
• Experience with MS Word and Excel; ability to handle multiple priorities and confidential information.
• Experience supporting development, fundraising, donor relations, higher education, or nonprofit organizations is preferred.

Responsibilities

• Provide advanced administrative support to the Executive Vice President, Development and campus development staff.
• Coordinate calendars, meetings, donor visits, campus tours, travel arrangements, and executive schedules.
• Prepare and coordinate donor acknowledgments, stewardship communications, and other correspondence.
• Maintain donor, prospect, and constituent records in Lynx CRM with data integrity.
• Generate and analyze fundraising activity reports and donor metrics for leadership.
• Coordinate logistics for donor cultivation, stewardship, fundraising, and executive events.
• Draft, proofread, and edit reports, proposals, and presentations.
• Attend meetings, prepare summaries and action items, and support project follow-up.

Skills

Executive-level admin support

Donor relations

Stakeholder coordination

Communication

Education

High school diploma or equivalent

Tools

Lynx CRM

MS Office

Job description

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Development Assistant

Full Time Tucson, AZ, US

3 days ago Requisition ID: 1165

General Position Summary:

The Development Assistant provides advanced administrative, operational, donor stewardship, and reporting support to the Executive Vice President & Chief Development Officer. This position is responsible for coordinating executive-level administrative functions, donor engagement activities, stewardship initiatives, reporting, event management, financial processing, and constituent data management. This position works closely with Executive Senior Leadership and collaborates extensively with development officers, PAE Central Services, unit-based support staff, campus leadership, faculty, board members, vendors, alumni, donors, and community partners. The position ensures the smooth coordination of prospect and donor engagement activities, supports strategic fundraising initiatives, and facilitates communication across multiple departments and stakeholder groups.

Operating within established UA Foundation policies and procedures, this position exercises a significant degree of independent judgment and decision-making authority in carrying out daily responsibilities. Duties are performed with minimal supervision and require the ability to independently prioritize work, coordinate multiple concurrent activities, and adapt to changing priorities in a fast-paced environment. The scope of responsibilities is broad and varied, requiring effective multitasking, strong organizational skills, and proactive problem-solving to ensure operational efficiency and exceptional service.

This role requires outstanding organizational, communication, and interpersonal skills, along with a high degree of professionalism, discretion, confidentiality, initiative, and sound judgment. The successful candidate must be able to manage multiple complex projects simultaneously, maintain accurate donor, constituent, and financial records, provide exceptional customer service, support strategic and operational goals, and foster positive relationships with internal and external stakeholders. This position is non-supervisory in nature.

Essential Functions/Major Responsibilities:

• Provide advanced administrative support to the Executive Vice President, Development and campus development staff.
• Coordinate calendars, meetings, donor visits, campus tours, travel arrangements, and executive schedules.
• Serve as a primary point of contact for donors, alumni, university partners, and other constituents, providing exceptional customer service.
• Prepare, personalize, and coordinate donor acknowledgments, stewardship communications, and other correspondence.
• Maintain accurate donor, prospect, and constituent records in Lynx CRM, ensuring data integrity and adherence to document retention standards.
• Conduct prospect research and assist with the preparation of donor profiles, briefing materials, and follow-up documentation.
• Generate and analyze reports through Lynx CRM, including fundraising activity and metrics, donor giving, prospect pipeline, stewardship, productivity, and progress-to-goal reports.
• Monitor and provide regular reports on metrics, fundraising outcomes, and development initiatives for executive senior leadership.
• Process gift transmittals, project requests, reimbursements, expense reports, and other financial transactions in compliance with organizational policies.
• Assist with budget tracking and financial reporting.
• Coordinate logistics for donor cultivation, stewardship, fundraising, and executive events, including invitations, catering, venue reservations, materials, and onsite support.
• Draft, proofread, and edit correspondence, reports, proposals, presentations, and other development-related materials.
• Attend meetings as assigned, prepare summaries and action items, and support project follow-up.
• Collaborate with development officers, central service teams, alumni relations, marketing, and campus partners to support fundraising goals.
• Provide backup administrative support and assist with special projects and events as needed.Provide scheduled and emergency front desk coverage as needed.
• Mentor new administrative staff and provide operational guidance when assigned.
• Coordinate interview scheduling, candidate communications, and onboarding activities in collaboration with Human Resources, hiring managers, and internal stakeholders.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities:

• 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 discreet 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.

Specific Job Skills:

• Demonstrated experience providing executive-level administrative support in a professional environment.
• Exceptional verbal and written communication skills, including proofreading, editing, professional correspondence, and the ability to respond to inquiries, provide accurate information, and effectively direct individuals to appropriate resources.
• Strong interpersonal and relationship-building skills, with the ability to serve as a liaison among executives, board members, alumni, donors, faculty, staff, and other internal and external stakeholders.
• Ability to interact professionally, tactfully, and diplomatically with individuals at all organizational levels, including addressing concerns and resolving routine issues with discretion and sound judgment.
• Excellent organizational, time management, and multitasking skills, with the ability to independently manage multiple priorities in a fast-paced environment.
• Thorough knowledge of office administration, business procedures, and standard office equipment, including multi-line telephone systems, computers, printers, copiers, and other office technology.
• High level of professionalism, integrity, discretion, and commitment to maintaining strict confidentiality when handling sensitive information.
• Demonstrated problem-solving abilities, critical thinking skills, and the capacity to exercise independent judgment in complex situations.
• Proficiency in Microsoft Office Suite, Windows-based applications, database management systems, and accurate, high-volume data entry and document preparation.
• Experience using constituent relationship management (CRM) systems including data management, reporting, and record maintenance, or the ability to quickly learn and utilize new software applications.
• Ability to work effectively both independently and collaboratively in a team-oriented environment while adapting to changing priorities, technologies, and organizational needs.
• Knowledge of current events, organizational priorities, and key stakeholders relevant to development and advancement activities.
• Experience supporting development, advancement, fundraising, donor relations, higher education, or nonprofit organizations is preferred.

Minimum Qualifications:

• High school diploma or equivalent; AND
• Minimum of ten years directly related administrative customer service focused experience, including proficiency in MS Word and Excel; OR Microsoft Office; OR
• Any equivalent combination of experience, training, and/or education approved by Human Resources.

Preferred Qualifications:

• Strong experience in writing/editing correspondence.
• Experience in customer service in development, marketing, or higher education setting.
• Interest in, knowledge of, and/or experience with fundraising and development functions.
• Knowledge of and experience with relational database systems, or other constituent relationship management systems.
• Standard office environment with close work on a personal computer in open, busy work environment.
• High exposure to a computer screen.
• This position may require sitting for long periods of time.
• May require some night and/or weekend work for event support.