UTKCG - Administrative Assistance Support - UTK Advancement Operations
University of Tennessee, Knoxville
Knoxville, TN
Full-time
Administration / Clerical
Posted on April 11, 2024
The University of Tennessee’s Career Gateway is looking to fill the Administrative Assistance Support for UTK Advancement Operations. Through temporary assignment placements, Career Gateway allows the opportunity to work with various departments while gaining valuable work experience. Each assignment has differing pay rates, work schedules, and lengths of assignments. The length of assignments is subject to change. Please see the job specifics below and if you have any questions, please email careergateway@utk.edu.
Please note that Career Gateway temporary positions do not have benefits, annual leave, or sick leave accrual.
The length of assignment is 3 months.
The work schedule is Full-Time, Monday-Friday
The pay rate is $18.00/hour
Qualifications :
This position performs administrative support for development professionals within the development team. This support includes, but is not limited to, preparing itineraries and donor documents for upcoming visits, processing travel reimbursements through IRIS, maintaining calendars and setting appointments, ANDI contact reports, and report and occasional proposal generation to assist development staff with fundraising efforts. Position Functions/Responsibilities Development Officer Travel.
• Make all necessary arrangements for active development officers when requested
• Schedule airlines, hotels, cars
• Organize directions, maps and other materials necessary for efficient travel.
• Prepare UT advance travel authorizations for out-of-state in IRIS
• Keep current in travel policies and government travel rates
• Process all reimbursements through IRIS
• Arrange and/or pick up/drop off UT vehicles for travel Data Management
• Primarily through ANDI, Excel, OnBase
• Retrieve and analyze data from ANDI to include donor assignments to development professionals, prospects from specific regions or giving capacity.
• Verifying and reporting important changes in alumni/donor records to ensure the most accurate up-to-date information in office's database as well as ANDI.
• Compile information and present in clear format to assist development officers in preparation for donor visits. Office Management
• Provides administrative support for central development and others within the foundation as needed.
• Provide administrative support for development professionals at any given time
• Maintain calendars for development professionals, including coordinating meetings and appointments on and off campus
• Coordinating video and teleconferences as needed.
• Communicate with all major constituencies -donors, alumni, financial officers for the college and departments. Answer incoming phone calls
• In conjunction with other development
administrative staff, coordinate distribution of office mail including
donor checks, handling routine correspondence issues that do not need development professional decisions. Prioritize issues that need immediate response and forward to development officer in appropriate fashion.
• Maintain supply inventory for Regional/Gift Planning Teams to ensure that everything is in place to support office needs. Anticipate and order supplies when needed.
• Filing (correspondence, invoices, reports, etc.)
• Prepare departmental Invoices for payment and submission to Business Office
• Monthly ledger reconciliation for departmental accounts Donor Relations
• Research/create donor biographies used for events
• Interact with donors/alumni via email, phone, and face to-face contact
• Draft and prepare letters to external constituents from development professionals
• Daily emails and phone correspondence, etc.
