Advancement Administrative Officer, Annual Giving - University of Utah : Job Details

Advancement Administrative Officer, Annual Giving Job Summary Job Summary: The Advancement Administrative Officer, Annual Giving Team provides high-level administrative and logistical support to ensure the smooth operation of donor engagement, financial processes, and office management. This position plays a vital role in supporting Annual Giving's team fundraising efforts, which focus on mass solicitations, campus area fundraising support, crowdfunding, leadership annual giving and parent giving solicitaions, and solicitations via the phone program to advance the University of Utah. The role manages key administrative functions, coordinates project logistics, and handles in-person needs such as check deposits, campus errands, and meeting preparations. University Advancement is a rewarding place to work for those motivated to make a lasting impact. The ideal candidate is highly organized, a proactive problem-solver, and has a strong understanding of university operations. This role requires exceptional attention to detail, strong communication skills, and the ability to anticipate and resolve challenges independently. A high level of customer service is essential, as the position regularly interacts with internal teams, various campus partners, and potentially donors. This position reports directly to the Senior Director of Annual Giving, providing essential operational support to ensure the team's fundraising efforts run smoothly, while also maintaining a dotted-line reporting relationship to the University Advancement Director of Administration to ensure consistency in administrative processes, budget management, and logistical coordination across University Advancement. This role directly contributes to University Advancement's mission to generate engagement and philanthropic support to advance the University of Utah's priorities. As part of a division striving to be a top 10 public advancement organization by 2028, we value belonging, collaboration, empowerment, and integrity in all that we do. Comprehensive Benefits Package The University of Utah offers a comprehensive benefits package, including: Excellent health care coverage at affordable rates 14.2% employer retirement contribution Tuition reduction for employees and family members Paid leave time (vacation, sick leave, and holidays) Wellness programs to support physical and mental well-being Professional development opportunities for career growth Free UTA public transit pass (buses, TRAX, and FrontRunner) On-campus shuttles for convenient transportation Pre-tax commuter benefits for parking expenses Employee discounts for campus events, athletic games, and cultural experiences Responsibilities Job Responsibilities: 1. Day-to-Day Support, Customer Service, and Office Management Manages daily office operations and provides team support. Maintains office records, schedules meetings, distributes mail, and oversees administrative support functions. Manages the calendar for the Senior Director of Annual Giving and supports the Annual Giving team's scheduling needs as needed. Coordinates team meetings, campus collaboration meetings, internal team schedules, and occasionally leadership annual giving and parent giving donor meetings. Books meeting spaces, assists vendors, troubleshoots office logistics, and maintains office supplies. Provides onsite troubleshooting and administrative support to ensure office and meeting logistics run smoothly. Writes professional emails and correspondence on behalf of the team, ensuring clear and effective communication with internal and external stakeholders. 2. Financial and Budget Administration Oversees financial transactions, maintains budget records, and ensures compliance with university financial policies. Prepares financial reports, assigns costs, and ensures timely processing of expenses. Manages purchasing card (p-card) reallocation and receipt tracking, ensuring timely reconciliation. Coordinates payments for external sponsorships and ensures funds are allocated appropriately. Occasionally picks up checks and ensures proper documentation and accurate fund allocation in coordination with Gift Processing. Utilizes UShop to create bids and is responsible for ensuring timely delivery and storage of products. Ensures prompt and accurate invoice payment and correct chartfield allocation. 3. Travel Arrangements and Logistics Coordinates travel for staff, ensuring itineraries, confirmations, and reimbursement paperwork are processed correctly. Assists with last-minute travel adjustments or document delivery as needed. Serves as a key resource for travel-related inquiries, troubleshooting booking issues, and ensuring all travel logistics align with university policies. 4. Operational Support and Special Projects Supports high-priority projects, process improvements, and operational initiatives. Fields questions from internal teams, providing customer service and troubleshooting administrative challenges. Assists with research, sourcing materials, and implementing new workflows as needed. Researches and applies Advancement and University policies to ensure compliance with administrative procedures. Uses project management software (such as Asana) to organize work, track deadlines, and support team-wide efficiency. Occasionally supports Alumni Relations events in coordination with the Annual Giving team. Minimum Qualifications Bachelor's degree in Business, Finance, or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. Preferences The ideal candidate demonstrates professionalism, discretion with sensitive data, and strong written and verbal communication skills, including the ability to draft professional emails and correspond effectively with campus partners and internal teams. A customer-service mindset and the ability to work independently while anticipating needs and troubleshooting challenges are critical. Proficiency with basic functions in Microsoft Office, including Outlook, Word, Excel, and Teams, is required, along with the ability to manage digital records and maintain organized files. Experience with, or the ability to quickly learn UNITE CRM and project management tools such as Asana is preferred. Special Instructions At this time, this role does not offer sponsorship for employment visa status (e.g. H-1B status). Requisition Number: PRN43004B Full Time or Part Time? Full Time Work Schedule Summary: M-F, 8:00 a.m. – 5:00 p.m. (with flexibility of up to one hour earlier or later based on operational needs, occasional evening events as required). Department: 00289 - Development Location: Campus Pay Rate Range: $48,000 - $58,000 commensurate with experience Close Date: 9/10/2025 Open Until Filled: To apply, visit jeid-545067e6d54d694e8e4e4979a1df9277