#104047 Development Assistant, Health Sciences

University of California San Diego

San Diego, CA

ID: 7064892
Posted: February 25, 2020
Application Deadline: Open Until Filled

Job Description

DESCRIPTION
The Development Assistant will provide administrative support as well as development support for complex and confidential projects. Administrative support responsibilities include: high volume calendar support; handling a large volume of mail and email discriminately; assisting with the preparation, research and gathering of materials and information for meetings and events; and drafting, editing, and proofreading correspondence, briefings and reports for senior university officials. The Development Assistant will provide complex event management support for small, private lunches and dinners for high level donors as well as large scale receptions. Responsibilities also include fiscal support. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expenses records as assigned.

The incumbent is also responsible for project support in a wide range of areas, including: resource administration, strategic planning, constituent engagement and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. The Development Assistant will interact with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and Advancement. The incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work.

Occasional evenings and weekends may be required.
QUALIFICATIONS
Demonstrated experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off- campus entities, and managing general office needs.

Proven administrative skills to include the ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with high level of professionalism.

Demonstrated experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.

Demonstrated knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports. Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.

Demonstrated writing, composition, spelling and proofreading skills. Excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.

Proficient in the use of software applications necessary in administrative work, including database to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs

Expertise with PC based computer software. Proficiency in using and adapting computer software programs, applications and tools to meet office needs. Ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications.

Demonstrated ability to operate office equipment proficiently, including copiers, scanners, and Fax machines.

Strong problem solving skills. Proven resourcefulness in independently finding appropriate solutions to complex operational and administrative problems, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.

Excellent interpersonal and written and verbal communication skills that demonstrate correct grammar usage, syntax, edit and format. Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.

Proven ability to communicate clearly and effectively in a positive manner, both in person and on the telephone, to a diverse and demanding group of people including: major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators.

Proven organizational skills. Ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and high degree of accuracy at all times.

High degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Demonstrated ability to maintain confidentiality in all matters, including those related to sensitive donor relations.



 

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