The University of Texas at Austin Job Posting

This posting is Closed

Administrative Associate - Administrative Associate for Development

Hiring department Coe-Development Office
Monthly salary $3,083+ depending on qualifications
Hours per week 40.00 Flexible from 700AM to 600PM
Posting number 18-07-05-01-9026
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

Development experience not required. May require some weekend and evening work assisting with events as needed. Other related functions as assigned.

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information


Provide high-level and complex administrative support to the College of Education development team. This position will be responsible for various administrative duties in an effort to support the development team and help sustain all aspects of a strong fundraising and development program.

Essential Functions

DEVELOPMENT TEAM ASSISTANCE: Support all aspects of travel for the major gifts team. Prepare RTAs and OOEFs. Coordinate Reimbursements. Coordinate Development calendar and scheduling. Provide administrative support to Assistant Dean. CORRESPONDENCE: Weekly production of donor acknowledgement letters for gifts and pledges and other specialized correspondence. Run gift reports and oversee all aspects of production of letters for signature by academic leaders. DATABASE SUPPORT/ GIFT PROCESSING/ RESEARCH and FILE MAINTENANCE: Process, document and track incoming gifts for deposit. Reconcile weekly gift reports. Maintain and update donor database system. Download and compile database reports. Maintain and update electronic files. SPECIAL EVENTS and PROJECTS: Prepare, edit and organize materials for the annual Endowment Impact Reports. Coordinate annual giving and stewardship events. Provide logistical support for meetings and special events. ADVISORY COUNCIL ASSISTANCE: Support activities of the CoE Advisory Council. Maintain the roster and website. Prepare annual appointment letters. Prepare and coordinate meeting slide deck and materials. GENERAL OFFICE ASSISTANCE: Share receptionist responsibilities in SZB 294 including greeting visitors, answering questions and welcoming guests. Answer and route calls as needed. Manage supplies and purchasing for development team.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Excellent oral and written communication skills, including proofreading and editing. Positive attitude and professional demeanor with the ability to provide excellent customer service to multiple internal and external constituents in-person, on the phone and via email. High degree of proficiency in computer applications, including Microsoft Word, Excel and PowerPoint. Excellent organizational skills and demonstrated success managing multiple projects and administrative tasks simultaneously. Strong attention to detail with an ability to complete all tasks with precision and accuracy.

Preferred Qualifications

Bachelor's degree and 2-3 years experience performing complex administrative functions. Experience working in a university environment. Experience preparing correspondence within an allotted time frame, downloading and formatting reports using Excel and coordinating details for special events. Proven ability to maintain confidentiality and to manage time and projects efficiently. Proven organizational skills, strong attention to detail, resourcefulness and ability to work independently. Knowledge of InDesign and experience with UT Austin campus accounting processes and operating systems, including DEFINE and VIP. Willingness to update and expand skills, knowledge, and training.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving

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