Development Assistant, Gift Planning

State of Colorado; Denver (CO); Hybrid; USD 52,000 - 72,000; Full time

Benefits offered by this job

No-cost or low-cost medical & dental

Disability, Life, Vision Insurance

401(a) plan with 10% employer match

Paid holidays and winter break

Tuition benefit program

Free RTD EcoPass and onsite parking

Job summary

University of Colorado CU System Office of Advancement is seeking an Administrative Support specialist to assist the Gift Planning team. You will manage communications, scheduling, and data entry, while coordinating events and reporting to support fundraising goals.

The role emphasizes collaboration, process improvement, and reliable execution in a flexible hybrid work environment with occasional after-hours support for donor-related functions.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• At least 1 year of relevant administrative experience.
• Experience in nonprofit or higher education is preferred.
• Experience using donor databases and related software.
• Strong written and verbal communication skills.

Responsibilities

• Provide administrative support for Gift Planning staff, handle phone lines, manage documents and supplies.
• Respond to emails and coordinate timely professional replies.
• Schedule meetings, manage calendars, and process travel and expense paperwork.
• Enter development activity data and support proposal tracking.
• Coordinate in-person meeting logistics including room setup and AV basics.
• Generate and export reports from fundraising systems and maintain donor records.

Skills

Communication skills

Organizational skills

Customer service

Independent judgment

Education

Bachelor’s degree or equivalent experience

Tools

Salesforce

SharePoint

Job description

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you’ll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you’re passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary:

The CU System Office of Advancement provides excellent customer service, strategy, expertise, and efficiency to our partners on CU’s campuses and at the University of Colorado Foundation. We support CU’s fundraising and engagement goals through advancement operations that include constituent research and?development,?data?management, business intelligence, technical architecture, annual giving, planned giving, gift administration, marketing and communications, IT, budget and finance, and more.?We believe that a healthy office culture is foundational to our success. We create this by bringing together a diverse team of colleagues and infusing our core values—Work Together, Think Big, Be Good and Have Fun—into our work every day.

Where You Will Work:

The CU System Office of Advancement follows a “flexibility first” approach that blends a highly hybrid work environment (part work from home, part in office) with planned in-office work to facilitate collaboration, strategic planning, and teaming. This model currently includes two (2) required callback weeks annually — when all our colleagues are expected to be together in the office. Plus up to two (2) additional in-person meeting weeks each year as determined by the supervisor.

This position may help with on-site events and/or administrative tasks in the office on occasion.

Duties and Responsibilities:

• Provide administrative support for members of the Gift Planning team, such as staffing the main phone line, document management, maintaining office supplies, preparing routine and non-routine correspondence, and acting as a first point of contact for internal and external colleagues.
• Assist with email inbox management; respond directly or coordinate with others to ensure appropriate, professional, and timely responses to internal and external constituents.
• Performs clerical and administrative tasks in a timely manner including, but not limited to, scheduling meetings and appointments for the gift planning team, calendar management, expense reports, invoice payments, travel arrangements
• Completes data entry for development officer activity including support on contact reports and proposal management
• Track, allocate and submit expense reports and requests for reimbursement in a timely manner for own incurred expenses as well as all supported colleagues.
• Onsite and day-of meeting support. Secure and complete all logistical needs for in-person meetings led by gift planning including but not limited to: room reservation, parking reservations, food orders, room setup/cleanup, helping to set up basic A/V, material preparation and printing, taking of minutes when appropriate.
• Works with Assistant Director of Operations and Executive Director as a strategic partner to help them be as efficient as possible, always acting in a proactive manner
• Assist with and/or facilitate the Agile Scrum framework, ensuring the team follows agile project management practices and principles.
• Support the Assistant Director of Operations with the inputting and exporting of information from the fundraising database to support the Gift Planning Team.
• Processes donor gifts, pledges and estate documentation including routing and tracking forms and supporting appropriate acknowledgments. Coordinates information with the CU Foundation and across the CU System, as needed.
• Mail gift agreements, donor gifts, communications materials and other items at the request of the supported staff.
• Support Assistant Director of Operations and Gift Planning Specialist and Discovery Officer with help related to marketing, estate administration, gifts-in-kind and stewardship as needed.
• Update donor database and SharePoint site to ensure that most current and relevant information is available.
• Research and resolve issues or discrepancies regarding gifts and gift funds.
• Support efforts to update and manage historic gift records.
• Assist with marketing efforts within the department: website updates, running reports, submitting reports to database, helping to run the lead referral process.
• Assist with stewardship efforts within the department: crafting acknowledgements and sending gifts, running reports, handling data, and supporting events.
• Assist with training, webinars, in-person events or similar activities. May be asked to work after hours and/or weekends for donor related functions/events periodically.
• Assistance with special projects.

Minimum Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)
• One (1) year of equivalent experience

Preferred Qualifications:

• Experience in or understanding of a non-profit or higher education environment.
• Experience working in customer service and/or an operations-oriented role.
• Experience using donor database software, such as Salesforce, or similar software.

Knowledge, Skills, and Abilities:

• Knowledge of programming support standard processes.
• Excellent written and communication skills, interpersonal skills, and strong personal initiative.
• Strong organizational skills.
• Ability to apply independent judgement for limited matters that fall outside of process or defined scope.
• Ability to work independently with minimal oversight or management for day-to-day work.
• Ability to remain calm under pressure.
• Ability to be flexible and willingness to adapt in a fast-paced work environment.
• Ability to run and modify reports from multiple software applications.
• Ability to work independently to manage concurrent tasks and responsibilities, and to take care of changing priorities, while maintaining personal efficiency.
• Skilled in and ability to use Microsoft Office products including Outlook, Word, Excel, and PowerPoint. Ability to learn about gift planning and fundraising, and their associated processes.

Benefits:

With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.

• Disability, Life, Vision Insurance options.

• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.

• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.

• Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.

• 6 weeks of parental leave to adjust to the joys of parenthood.

• A tuition benefit program for you and/or your dependents.

• Free RTD EcoPass and free onsite parking at our 1800 Grant Street Office.

• Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available.

For more information on benefits programs, please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)