Liberal Arts Development Associate for Office Operations

Job Posting Title:
Liberal Arts Development Associate for Office Operations
----
Hiring Department:
College of Liberal Arts
----
Position Open To:
All Applicants
----
Weekly Scheduled Hours:
40
----
FLSA Status:
Non-Exempt from FLSA
----
Earliest Start Date:
Immediately
----
Position Duration:
Expected to Continue
----
Location:
UT MAIN CAMPUS
----
Job Details:
General Notes
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.
For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.
For more information on college staff professional development, please visit: https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.
Purpose
Provide proactive and productive Advancement Services support within the College of Liberal Arts (COLA) Development Office, with consistent focus on high-level attention to detail and accuracy in support of our donors, students, and faculty.
Responsibilities
Office Support:
Provide support that allows for efficient and effective use of staff members’ time. Assist with day-to-day office operations including greeting visitors, answering phone calls, and responding to inquiries in a professional, efficient, and service-minded mindset. When appropriate, direct inquiries to responsible team members. Ensure successful management of office processes and inventory. Maintain COLA Development Office and related webpages.
Arrange on-campus and remote COLA Development Team meetings; secure room reservations; prepare meeting materials (agendas, handouts, presentations, screen-shares); send attendees follow-up (drafting of minutes, documenting and tracking actionable items and providing reminders to responsible individuals for completion); and catalogue and distribute relevant materials.
Purchasing, Reconciliations, & Budgeting: Coordinate purchasing requests and submit reimbursements for processing. Assist with deposit scheduling, supply charges, and reconciliations (VP7, VP1, VP2) and providing budgetary oversight: When needed, may also assist with travel arrangements.
Gift Processing and reporting: Assist with group-funded endowment establishment campaigns and tracking gifts to meet fundraising goals. Collect donor information for non-monetary gifts and submit to Texas Gift Operations for processing. Analyze gift reports to ensure accurate gift processing and submitting requests forchanges if identified. Participate in gift processing, interdepartmental transits, and mailings. Keep database up to date and assist donors with requests.
Along with all Advancement Team Staff, assist with compliance projects (including annual letters) and assist with the coordination and logistics of regular College events.
Other related functions and duties as assigned.
Required Qualifications
Bachelor's degree. A combination of one year of experience assisting with fundraising programs or performing complex administrative functions. Highly effective communication skills (written, verbal, interpersonal). Project management skills. Capable of working independently and under pressure, while also engaging in collaboration between teams. Excellence in problem-analyzing, problem-solving, and customer service. Demonstrated high attention to details and accountability. Ability to use discretion and maintain integrity and professionalism. High degree of proficiency in computer applications, including Microsoft Office. Demonstrated excellent organizational skills with attention to detail.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
More than three years of administrative assistance experience. Experience with a CRM database. Demonstrated ability to interact effectively with university administrators, deans, faculty, and staff in providing good client and customer service. Working knowledge of UT Austin's policies and procedures.
Salary Range
$47,000 + depending on qualifications
Working Conditions
Typical office environment.
Work is performed primarily at a computer and may involve extended periods of sitting, keyboarding, and reviewing detailed written or electronic materials.
Occasional extended work hours may be required
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
----
Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
----
Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.