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Job Open Date: 7/18/23
Application Review Begins: 8/2/23
Department Code / Name: DEVL (DEVELOPMENT)
Percentage of Time: 100
Union Code: CX
FLSA Status: Non-Exempt
Salary Grade: Steps
Hiring/Budgeted Salary Range: $27.29 – $29.18/hr.
Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.
Work Location: Cheadle Hall - 4219
Working Days and Hours: Monday - Friday, 8am - 5pm
Benefits Eligibility: Full
Eligible for Remote or Hybrid Work: Yes
Type of Remote or Hybrid Work Arrangement: Primarily an on-campus role, but with the possibility of some remote work.
Department Marketing Statement
The UC Santa Barbara Office of Development blends the strengths of both a centralized and a decentralized operation. Although all development officers report to the Associate Vice Chancellor for Development or his/her designee, some are dedicated to specific schools and units, working hand-in-hand with Deans, Directors and faculty to secure private support. Additional development officers focus on specific regions of the country and/or are dedicated to increasing involvement by alumni, parents and friends. A strong central core initiates programs, or provides guidance and expertise, in foundation relations, planned giving, capital projects, donor stewardship, The UCSB Foundation and other areas of specialization. An integrated tracking and coordination system ensures a collaborative and smooth working environment, all aimed at enhancing UC Santa Barbara's attractiveness to, and involvement with, the private sector.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC
Brief Summary of Job Duties
The Development Assistant provides essential administrative and financial support to the Senior Managers of Development (hereafter referred to as "the Managers") in the Office of the Associate Vice Chancellor, Central and Executive Development, that is critical to the successful operation of a complex fundraising program. Manages online calendars, screens incoming calls, makes travel and entertainment arrangements, manages procurement, completes all necessary reimbursement and other paperwork in compliance with campus and departmental policies and procedures, and compiles and analyzes data and information from various sources, including the Advance database, requiring strong analytical and technical skills. Will support fundraising activities from time-to-time, including the creation of donor briefings, stewardship reports, etc. Serves as project assistant for development communications and large central fundraising initiatives such as Give Day. Provides leadership for planning, executing, and evaluating projects according to timelines and budgets. The Development Assistant must be able to work independently, act with sound judgment and a high degree of confidentiality, anticipate job requirements, prioritize and coordinate multiple complex tasks with frequent interruptions while meeting strict deadlines. Strong written and oral communication and social skills, unfailing attention to detail and accuracy, effective problem-solving and reasoning skills are essential. Must be proficient with Word, Excel, PowerPoint, Google suite and demonstrated ability to quickly learn various software programs. Will be trained in the use of the Advance database. Uses a developed knowledge of current fundraising activity to maximize the effectiveness and performs all duties with excellent standards of accountability, follow-through, and a profound commitment to customer service. Provides financial tracking, including the management of the Managers' established expense budgets. Handles confidential, high profile, and time sensitive matters involving senior UC Santa Barbara administrators, faculty, staff, collaborating institutions and the donor community.
Required Qualifications
- High School Diploma or GED
- Ability to work independently as well as work as part of a team.
- Exceptional verbal and interpersonal skills that foster positive relationships with diverse populations.
- Ability to perform work with extreme accuracy while working under the pressure of deadlines.
- Excellent computer skills including proficiency in Word, Excel, Google Suite, and e-mail and demonstrated ability to quickly learn various software programs.
- Excellent interpersonal communication and customer service skills are required, as is the ability to maintain confidentiality and act with discretion.
- Ability to prioritize duties and achieve planned goals for a complex program.
- Ability to work under tight and shifting deadlines while managing time.
- Excellent grammar, composition and proofreading skills.
- Knowledge and understanding of a complex fund-raising program is essential to providing accurate and useful assistance to the Senior Managers.
Education
- Bachelor's Degree in related field Preferred
Required Work Experience:
- 1-3 years of experience with managing multiple projects and calendars under tight deadlines and deal with frequent interruptions.
- 1-3 years of experience in exercising sound judgment while maintaining maximum confidentiality, and act with tact and discretion when responding to issues and concerns.
Preferred Work Experience:
- 1-3 years of administrative experience, preferably in a university setting.
- 1-3 years of experience in project coordination/management with demonstrated organization skills in order to prioritize and meet deadlines.
Conditions of Employment:
Conditions of Employment
- May be called upon to work occasional evenings and weekends at various Development Office, Institutional Advancement or campus-wide events.
- Satisfactory criminal history background check
- UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
- 30% Fund Raising and Donor Relations Support: Discreetly and professionally handles sensitive information and complies with all appropriate UC Santa Barbara policies and procedures. Works independently with donor, prospect, fund-raising and gift data retrieved from the Advance database. Must analyze this complex data in order to design and produce comprehensive management reports to prepare the Senior Managers for personal solicitations and contacts with donors and prospects. Responsible for preparing donation acceptance paperwork for the Associate Vice Chancellor’s Office. Performs preliminary research, utilizing the Advance database, to obtain necessary gift reports and background information for the Directors' interactions and meetings with senior administrators, faculty, trustees, donors and volunteers. At the direction of the Directors, assists in planning donor cultivation and recognition small events. Coordinates all necessary arrangements including correspondence with both internal campus event planning and facilities departments as well as outside vendors. Prepares written briefings for University administrators and faculty.
40% Project Coordinator: Maintain a calendar of recurring annual development communications and central fundraising initiatives projects and deadlines. Ensure timely initiation of those projects. Serve as project intake lead for Development Communications team that supports the Office of Development - Coordinate, establish, and communicate project timelines and budgets to internal team, external vendors, and university stakeholders. Help establish internal workflows. Assist in identifying/securing/gathering/organizing copy, photos, video content for design/production pieces.
- 30% Administrative and Financial Support: As a primary contact for the Sr. Managers and Directors, communicates with donors, prospects, volunteers, business leaders, Trustees, key campus administrators, faculty and staff in person, by phone, and e-mail, and acts as a representative for the Directors and the Development Office. Makes travel arrangements. Makes entertainment arrangements such as compiling guest lists, confirming venue and/or caterer and other logistical details, and compiling responses, or may coordinate and oversee these activities through the central events planning staff. Completes and processes all university forms for travel and entertainment. Prepares executive level correspondence and compiles data for various business purposes. Effectively anticipates and performs multiple support tasks, recognizes and solves problems, facilitates a wide variety of requests for assistance, and manages time effectively with shifting priorities and deadlines.
Vaccinations Programs – Including SARS-COV-2 (COVID-19)
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments.*
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.).
Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
- UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
- University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
- August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx
- Note: UC will be updating the COVID-19 vaccination policy to systemwide opt-out program (May 23, 2023) https://ucnet.universityofcalifornia.edu/news/2023/05/uc-updating-covid-19-vaccination-policy-to-systemwide-opt-out-program.html
** Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Reasonable Accommodations
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
