Job Description

Why UT Southwestern?

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. At UT Southwestern, we invest in you with opportunities for career growth and development that align with your future goals and help to provide security for you and your family. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more that are all available on the day you start work. UT Southwestern is honored to be a Veteran Friendly work environment that is home to approximately 800 veterans. We value your integrity, dedication, and the commitment you’ve made to our country. We’re proud to support your next mission. Ranked by Forbes as one of the Top 10 National Employers, we invite you to be a part of the UT Southwestern team where you’ll discover teamwork, professionalism, and consistent opportunities for growth.

Job Summary

UT Southwestern Medical Center is hiring for Development Administrative Associates, Advancement Services

The Development Administrative Associate will be a partner on the Special Operations team for the UTSW Office of Development and Alumni Relations. This individual will be a part of a team of seven and report directly to the Development Coordinator. The Development Administrative Associate will work to be front line administrative support for our Assistant and Director level gift officers.

Experience and Education

High school diploma or equivalent and two years of administrative or development experience

May consider a degree in lieu experience.

Experience working for an academic medical center or health-related organization, familiarity with grant processes, and writing experience helpful

Job Duties

May perform other duties listed based on assigned specialty business unit:

Core Responsibilities

Provide support for special and ad-hoc projects related to work and operations of assigned programmatic unit(s).

Provide general administrative support for assigned business units in the Office of Development

Performs other duties as assigned. Gift Administration

Provides ongoing maintenance of constituent data in the CRM issuing appropriate receipts and acknowledgement letters for gifts received.

Manage assigned process cycle for all gifts, including checks, cash, credit cards, recurring gifts, matching gifts, securities/stocks and in-kind gifts and entering into the University constituent resource management system (CRM) accurately and timely. Prepare general acknowledgement letters that include tax substantiations for gifts received adhering to University policies and standards for timely receipting and/or acknowledgement.

Create new constituent records in the CRM with full accountability to routinely review, update and maintain to ensure accuracy and data integrity

Work in conjunction with the Cash Management Office to ensure gifts are posted in both the CRM and PeopleSoft in accordance with the current procedure. Generate daily reports and integrity queries and identify and troubleshoot errors. Special Operations

Works with a team to provide vital administrative and operational support for special operations.

Provide necessary administrative support for assigned programmatic units in the Office of Development and Alumni Relations including travel, calendar maintenance, reimbursement and document presentation/preparation.

Prepare and process expense reports, purchasing requisitions, and other financial transactions in support of programmatic units.

Coordinate logistics of donor visits and events as requested, providing support for planning, approval, and successful execution. Enter constituency actions in the CRM system to document progress.

Work closely with leadership and Development Coordinator to coordinate planning and implementation of direct mail and electronic solicitations and other donor communications.

Assists, as requested, in preparing annual cost center/program budgets, regularly monitor program budgets and expenses, and attend monthly financial profile meetings.

Knowledge, Skills & Abilities

Work requires proficiency with Microsoft Office applications, including Excel, Outlook, and Word.

Work requires excellent customer service, organization, and time management skills with ability to prioritize workload for timely completion of important tasks.

Work requires the ability to maintain strict confidentiality of information

Work requires ability to maintain focus, accuracy, speed, and high attention to detail in performing duties and seek out best practices in all aspects of operations.

Work requires the ability to establish and maintain friendly, cooperative, and effective working relationships.

Work requires the ability to interact with donors and constituents in a professional, courteous manner.

Preferred familiarity with general accounting practices related to gift administration. Working Conditions

Work is performed primarily in an office environment.

To learn more about the benefits UT Southwestern offers, visit https://www.utsouthwestern.edu/employees/hr-resources/

This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes UT Southwestern to obtain criminal history record information. UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.

To learn more, please visit: why-work-here/diversity-inclusion

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