Administrative Specialist

Purpose of Position The Development Administrative Specialist provides critical administrative and operational support to the Associate Vice President for Development while overseeing the team of Development Coordinators. This position is responsible for coordinating special projects, managing program operations for teams reporting to the AVP, and ensuring effective communication and workflow across the department. The role encompasses a broad range of administrative responsibilities, including calendar management, meeting coordination, travel arrangements, correspondence, and other office operations essential to supporting the Development team. Essential Functions Responsible for managing all administrative functions for the Associate Vice President for Development. This includes researching and tracking donors and prospects, scheduling appointments, managing travel arrangements, preparing meeting agendas, organizing development tasks, and overseeing special projects. Manage calendars and respond to inquiries by phone, mail, email, or in person for the AVP. Coordinate activities for the functional areas managed by the AVP. Assist with tracking budget items for the planning of annual budgets. Provide project management for the AVP including the oversight of timelines and deadlines for the execution of projects and briefings. Record donor activity in development database including, but not limited to, tracking information on proposals, visits, strategies, next-steps, reports, and contact information updates. Coordinate these functions with other colleagues in University Advancement and across campus. Manage and oversee the Development Coordinator team by directing daily operations, assigning and prioritizing work, coordinating workloads, and providing guidance and training. Ensure consistent processes, monitor the timely and accurate completion of administrative and development-related activities, and foster collaboration in support of the goals and operations of the fundraising team. Coordinate internal and external communications with donors, prospects, and other constituents. Maintain a campus-wide communication network that supports collaboration and the effective exchange of information among key stakeholders. Work closely with the Executive Assistant to the VPUA, Development Coordinators, and others who regularly interact with the AVP to ensure timely communication, coordinated activities, operational efficiency, and the appropriate handling of confidential and sensitive information. Performs other duties as assigned. Required Qualifications Associate's degree in business or a related field of study and five (5) years of experience providing high-level administrative support OR seven (7) years of an equivalent combination of education and experience. Preferred Qualifications Working knowledge of Raiser's Edge and related development software. Experience working in a fundraising environment at a higher education institution. Advanced knowledge of computer technology, including the ability to use specialized software packages for spreadsheets, graphics, word processing and database management. Knowledge, Skills & Abilities Proficiency with Microsoft Office products: Word, Excel, and other common office software. Excellent written, verbal, and interpersonal communication skills. Ability to communicate and liaise with faculty, administrators, and external constituents. Efficient and competent working knowledge of Microsoft Office. Work Schedule Monday through Friday; 8:00am through 5:00pm. Benefits Information Position is benefit eligible: Yes We are proud to offer a comprehensive benefits package to our employees at the University. #J-18808-Ljbffr The University of Texas at Arlington