Administrative Assistant, Principal Giving

General Position Summary

This position provides a variety of advanced administrative support for the Vice President and Principal Giving and Campaign department. This position reports to the Vice President and provides administrative support to the team. This position works closely with Foundation senior leadership and their administrative staff, and team members in the University Philanthropy and Alumni Engagement program. This position also interfaces regularly with university colleagues and external stakeholders including alumni, donors and board members. This role requires a high degree of professionalism, discretion, initiative and organization; accuracy and attention to detail; use of good judgment; an ability to set priorities and handle multiple projects with limited supervision. It also requires excellent communication and interpersonal skills, and a high degree of computer proficiency. This position is not supervisory in nature.


Duties & Responsibilities:

  • Ensures quality customer service is provided at all times and that office operations are efficient and in compliance with all applicable University, Foundation and department policies and procedures.
  • Facilitates incoming inquiries and requests from donors, colleagues, and the public via phone, mail, and email to provide prompt attention and effectively manage customer expectations.
  • Maintains confidentiality and responds appropriately in situations requiring sensitivity and tact; deals with confidential and sensitive material in a professional and discreet manner.
  • Manages Vice President’s calendar ensuring accuracy and timely follow-up with changes. Gathers, organizes and provides all background materials on meetings and events in advance.
  • Arranges meetings, as assigned, including coordinating invitations to participants, room reservations, selection and set-up of food and beverages, preparation and distribution of meeting materials, table and seat arrangements, audio/visual equipment, etc. Coordinates logistics with catering and facility managers as needed. Attends meetings, takes notes, and assists in follow-up communications to participants.
  • Supports timely and accurate processing of financial transactions, including expense approvals, invoice payments, expense reimbursements, gift disbursements, gift deposits, and gift transfer documents for the Principal Giving and Campaign team
  • Uses development database as instructed to compile information and conduct basic research. Facilitates requests for updates to donor and gift information as necessary.
  • Develops and implements solutions for tracking department-wide activities, including creating processes and procedures to ensure information is accurate, updated and accessible to all team members.
  • Supports preparation and management of budget and expense tracking for departments within the division.
  • Prepares documents, as assigned, including drafting, editing, proofing, and distributing memos, letters, and presentations.
  • Provides project coordination support as assigned for high-priority, cross-functional projects.
  • Establishes and maintains organized filing system for Principal Giving and Campaign team.
  • Facilitates trip planning and manages travel logistics and itineraries for vice president and other team members as needed.
  • Runs errands to campus and around Tucson as needed.
  • Provides scheduled and emergency relief for building administrative assistants on a regular basis.
  • Performs other duties as assigned.

Knowledge Skills & Abilities:

  • Excellent oral and written communication skills and ability to work effectively with individuals at all levels; excellent interpersonal skills.
  • Ability to manage advanced administrative support functions and be proactive in pre-empting and taking corrective actions to resolve potential problems.
  • Awareness of current events and situations that affect position, as well as key campus leaders and high-profile individuals who have contact with the Foundation.
  • Ability to organize and prioritize multiple tasks and to prioritize time to meet deadlines.
  • Ability to be diplomatic in handling community and campus inquiries; capable of handling highly sensitive and confidential information and maintain confidentiality at all times.
  • Ability to work in a team-based environment and learn new skills as the work environment and customer needs change.
  • Strong work ethic and self-motivated.
  • Ability to solve problems and use professional judgment and discretion.
  • Proven ability to focus on accuracy and provide attention to detail.
  • Exceptional customer service skills, including phone etiquette, with the ability to diffuse tension and maintain positive demeanor in all situations.

Minimum Qualifications

  • High School Diploma or equivalent; AND
  • Four (4) years related non-profit or higher educational administrative experience; OR
  • Any equivalent combination of experience, training and/or education approved by Human Resources.
  • Proficiency in the use of personal computers and Microsoft Office software (Word, Excel, PowerPoint, and Outlook).

Preferred Qualifications

    • Two years of experience in customer service in development, marketing, or higher education setting.
    • Knowledge and experience of fundraising and development functions.
    • Knowledge of and experience with donor database systems, such Blackbaud CRM, or other constituent management systems.
Job Benefits

The University of Arizona and the University of Arizona Foundation offer employees a robust array of enticing benefits. From premium healthcare coverage to tuition reduction to 40+ days off annually (22 vacation, 12 sick, 10 holidays, etc.), employees are well cared for.

Diversity Statement

The University Alumni & Development Program is an office comprised of both University of Arizona and University of Arizona Foundation employees, and as such, shares the intuition’s approach to diversity and inclusiveness:

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 an 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.


University of Arizona

Employment Type

Tucson, AZ

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Position: Administrative Assistant, Principal Giving

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