Administrative Assistant, Development & Alumni Engagement (College of Public Health)

Posting Number

req20459

Department

Philanthropy & Alumni Engagmnt

Department Website Link

Visit our Website

Location

Main Campus

Address

1295 N Martin Ave, Tucson, AZ 85724 USA

Position Highlights

The Mel and Enid Zuckerman College of Public Health (MEZCOPH) at the University of Arizona invites applicants for the position of Administrative Assistant (Administrative Support Assistant II). The individual in this role will report to both the Manager of Alumni Engagement for the College of Public Health and the Director of Development at the University of Arizona Foundation. The position will perform varied advanced administrative and development-related duties unique to the Philanthropy Alumni & Engagement Program (PAE) requiring initiative. This position requires a high degree of professionalism, discretion, and organization; accuracy and attention to detail; use of good judgment; excellent communication and interpersonal skills; an ability to prioritize and handle multiple projects; and a high degree of computer proficiency. Incumbents work to keep official records up to date, recommend administrative policies, and interpret guidelines, procedures, policies, and practices. Incumbents may have contact with high-level constituents requiring the use of business vocabulary, tact, discretion, and judgment.

We recognize that flexible work arrangements can provide employees with many benefits. As such, we are happy to discuss a hybrid work week for this position.

The University of Arizona is a land grant university and Hispanic-serving institution situated in the desert Southwest along the US-Mexico Border. The university serves high percentages of Hispanic and Native American students compared with other universities in the US. The environment and diverse populations present many unique health research questions. There are exciting opportunities to collaborate with departments and centers across campus including those focused on basic and applied research in cancer, toxicology, engineering, environmental science, ethnic studies, and life sciences.

The MEZCOPH is currently the only nationally accredited college of public health in the state of Arizona. The College has numerous innovative teaching, research, and service programs and is a valued partner in community-based research projects addressing health issues relevant to border communities and indigenous populations.

The College is committed to increasing the diversity of its faculty and staff to create greater inclusivity and align more with the student body. We welcome applications from all qualified individuals. We believe diversity enriches us all, expands our understanding, and allows us to create better solutions.

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

The University of Arizona has been recognized for our innovative work-life programs.

Duties & Responsibilities

Administrative duties:

• Manage the Director of Development’s calendar to include high-level donor visits and various College and PAE meetings and prepare necessary travel reservations, itineraries, and background materials needed.
• Screen incoming inquiries from donors, colleagues, and the public to provide prompt attention and manage customer expectations.
• Process purchases for events, alumni engagement, and development staff. Order materials needed to support alumni engagement and development initiatives.
• Coordinate the collection of impact reports from MEZCOPH researchers and staff.
• Work closely with the Finance Office to understand the gift accounting structure on both the Foundation and University sides and ensure gift funds are deposited to the correct project account.
• Attend development events and meetings, as required, by MEZCOPH, Arizona Health Sciences Center, & PAE.

Donor & Alumni Relations:

• Write and mail letters and emails to alumni and donors (e.g., acknowledgment letters for donations, events, updates, etc.), manage alumni and development email listserves, update alumni database and respond to various alumni requests, and prepare gift transmittal form to specified accounts meeting donor’s wishes.
• Provide regular updates to the PAE Records Team to make MEZCOPH alumni updates in Lynx; Submit changes or updates of alumni and donor records such as contact information, employment, and marital status to appropriate PAE central team via Jira.
• Collaborate with the Student Services Office and Finance Office in managing scholarship gift fund and participate in PAE alumni relations forums for alumni engagement and professional development opportunities.
• Work with the Manager of Alumni Engagement to connect alumni with strategic engagement opportunities across MEZCOPH’s Departments including Career Development, Marketing, Global Programs, Academic Affairs, and development.

Event Coordination:

• Coordinate logistics of several strategic alumni engagement events throughout the year, many involving alumni volunteer committees, including Homecoming, Alumni Awards Celebrations, Scholarship Luncheon, Alumni Receptions across the U.S., and retirement celebrations.
• Coordinate the College’s Annual Fund campaign with the PAE Central Annual Giving Office and manage giving campaigns including but not limited to Dean’s Alumni Circle, Dean’s Circle of Excellence, Class Gift, Giving Day, and Giving Tuesday.
• Lead logistics for programs and activities designed to connect alumni to opportunities for engagement, advocacy or service, and giving.
• Develop material for MEZCOPH Alumni LinkedIn and Facebook Groups posts. Create registration pages for all alumni engagement and development events. Update giving and alumni webpage content.

Knowledge, Skills, and Abilities:

• Excellent knowledge of office and administrative procedures and policies.
• Highly self-motivated with the ability to work independently and as part of a team.
• Proficient with MS Office (Word, Excel, MS Outlook, etc.)
• Excellent interpersonal communication skills, including written and oral communication.
• Exceptional organizational skills: detail-oriented, able to prioritize strategically, and effectively juggle multiple projects simultaneously.
• Skill in developing and maintaining good working relationships.
• Knowledge of basic accounting.
• Ability to coordinate marketing and stewardship materials and provide website updates to the College’s director of Communications and Digital Media Director.
• Ability to handle multiple projects.
• Ability to problem-solve and make decisions.
• Respect and protect the confidentiality of all alumni and donor records for MEZCOPH, the University of Arizona, and the University of Arizona Foundation in accordance with all policies.
• Knowledge of the University of Arizona campus.

Minimum Qualifications

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.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Grade Range Minimum

$18.15

Grade Range Midpoint

$22.69

Grade Range Maximum

$27.23

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

Expected End Date

Contact Information for Candidates

Mike Beningo | [email protected]
Laurie Carlin | [email protected]

Open Date

8/30/2024

Open Until Filled

Yes

Documents Needed to Apply

Resume and Cover Letter

Special Instructions to Applicant

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports 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 [email protected].