Administrative Assistant

• Provides quality customer service at all times and ensures that office operations are efficient and in compliance with UAF and AZCC department policies and procedures.
• Screens incoming inquiries as needed to provide prompt attention and effectively manage customer/donor expectations.
• Schedules meetings and appointments with AZCC partners, Philanthropy and Alumni Engagement (PAE) staff, UA campus leaders, development officers, prospects, donors, and other individuals as requested by supervisor.
• Distribute daily mail.
• Assists with AZCC and PAE special events including homecoming and meetings as needed.
• Assists with planning, drafting and editing written correspondence, proposals and other materials to donors and executive leadership.
• Prepare gift transmittal forms and non-gift deposit transmittal (and is knowledgeable about required documentation and fund numbers assigned) for PAE Financial Services.
• Proficiently utilizes Blackbaud Constituent Relations Database (Lynx) for preparation of gift acknowledgment letters and background materials in accordance with PAE and department standards and procedures.
• Proficiently use Lynx to record follow up activities and complete regular data quality control checks and prepare reports.
• Assist in preparing mailing and electronic lists to share communication updates, newsletters, and invitations.
• Manages Senior Director''s calendar and prepares materials for meetings.
• Works with PAE central service teams and development officers to submit updates to donor bio/dem data in Lynx.
• Prepare reimbursements and purchase orders.
• Serves as point of contact for campus partners, when requested by leadership, for questions related to UA/UAF/AZCC and center systems and services and to assist with events.
• Prepares expense and travel reimbursements and travel authorizations for development staff for processing and authorization.
• Help keep office files organized and up to date, including basic project tracking.
• Organizes and facilitates campus tours to prospects, donors and/or other individuals at the direction of the Senior Director.
• For AZCC leadership, will assist with multiple monthly administration meetings, including taking and distributing minutes.
• Assists with meeting logistics, including preparing and submitting invitations and room reservations; selecting, ordering, and working with catering on food and beverages; printing, collating, and distributing materials, audio/visual equipment, etc.
• Facilitate travel arrangements including reservations for flights, rental cars, hotels, conference registrations, etc.
• Pcard reconciliation and other entry-level financial assistance in collaboration with business office.
• Will provide event support for large meetings, retreats, and symposium's specific to AZCC leadership.

Knowledge, Skills, and Abilities:

• Knowledge of office and business procedures.
• Commitment to working in a collaborative team environment with shared goals.
• Ability to work efficiently with a wide variety of individuals, including donors, PAE colleagues, deans, faculty and staff.
• Excellent communication and interpersonal skills.
• Ability to effectively communicate both verbally and written.
• Demonstrated commitment to exceptional customer service with the ability to translate the PAE guiding principles of donor-centricity and collaboration into work practices.
• Ability to recognize and handle highly confidential and sensitive information in a discrete and professional manner.
• Work with excellent organizational skills and attention to detail.
• Be able to work independently with the ability to prioritize multiple projects and meet strict deadlines for deliverables.
• Ability to anticipate and discern work priorities and meet deadlines with little supervision.
• Adept at problem-solving and using judgment in situations requiring initiative, tact, and confidentiality.
• An exceptional work ethic and track record of personal initiative required.
• Openness to new ideas and personal flexibility with the ability to adapt and succeed in a multi-task, fast-paced environment with changing processes and occasional ambiguity.
• Ability to inspire cooperation and participation.
• Proficiency in the use of personal computers and Microsoft Office software (Word, Excel, PowerPoint, and Outlook).
• Proficiency or ability to learn additional software required to perform the essential duties of the position.