Development Assistant, Regional Giving

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 10/15/24

Application Review Begins: 10/30/24

Department Code (Name): DEVL (DEVELOPMENT)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 - $29.78/hr. The full salary range for this position is $28.44 - $40.76/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: 2720 Ellison Hall

Working Days and Hours: M-F, 8 am - 5 pm

Benefits Eligibility: Full

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid *
* A maximum of one day/week after successful completion of probationary period as long as hybrid arrangements are approved by the supervisor and department leadership. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to work on campus should operational needs require it.

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement: The UC Santa Barbara Office of Development blends the strengths of both a centralized and a decentralized operation. Although all development officers report to the Associate Vice Chancellor for Development or his/her designee, some are dedicated to specific schools and units, working hand-in-hand with Deans, Directors and faculty to secure private support. Additional development officers focus on specific regions of the country and/or are dedicated to increasing involvement by alumni, parents and friends. A strong central core initiates programs, or provides guidance and expertise, in foundation relations, planned giving, capital projects, donor stewardship, The UCSB Foundation and other areas of specialization. An integrated tracking and coordination system ensures a collaborative and smooth working environment, all aimed at enhancing UC Santa Barbara's attractiveness to, and involvement with, the private sector.

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Brief Summary of Job Duties:

The Development Assistant serves as the primary initial contact for two or more Directors of Development (hereafter referred to as "the Directors") and works as part of a team of administrative staff, managed by the Development Services Officer to provide essential administrative and financial support that is critical to the successful operation of a complex fund-raising program. Assists the Directors with all aspects of analysis, planning and implementation strategies for the Regional Team, to support the University's overall mission by securing support from private donors (individuals, foundations and corporations). This requires strong analytical skills as well as the ability to act professionally, independently, and exercise discretion and sound judgment. Also provides administrative support, which includes but is not limited to: scheduling appointments, making travel arrangements, directing critical calls, updating databases and spreadsheets, completing paperwork in compliance with University and Department policies and procedures, and handling confidential, high profile, and time sensitive matters involving senior UC Santa Barbara administrators, faculty, staff, collaborating institutions and the donor community all in a timely and professional manner in accordance with Development and UCSB standards, policies and protocols. The Assistant must be able to work independently, act with a high degree of initiative and confidentiality, anticipate job requirements, prioritize and coordinate multiple complex tasks with frequent interruptions while meeting strict deadlines in a fast paced and professional environment and potentially supporting one or more Directors. Strong technical, written and oral communication and social skills, unfailing attention to detail accuracy, policies and procedures, and effective problem-solving and reasoning skills are essential. Must be highly proficient with Word, Excel, Internet and e-mail. Demonstrated ability to quickly learn various software programs. All staff will be trained in the use of Advance database and applicable policies and protocols. May be called upon to work occasional evenings and weekends at various Development Office, Institutional Advancement or campus-wide events.

Required Qualifications:

• High school diploma or equivalent experience
• Excellent computer skills including strong proficiency in Google Suite and demonstrated ability to quickly learn various software programs
• Excellent grammar, composition and proofreading skills.
• Strong organizational skills and unfailing attention to detail and accuracy.
• Ability to maintain strict confidentiality in all aspects of work.
• Ability to effectively solve problems and demonstrate sound reasoning and judgment.

Preferred Qualifications:

• 1-3 years of administrative experience is preferred.
• Exceptional verbal and interpersonal skills that foster positive relationships with diverse populations.
• Ability to work independently under tight and shifting deadlines.
• High level of initiative, creativity, and energy.

Special Conditions of Employment:

• Occasional evenings and weekends at various Development Office, Institutional Advancement or campus-wide events.
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

40% Development and Donor Relations: Works independently with donor, prospect, fund-raising and gift data retrieved by various methods from the Advance database, inclusive but not limited to look ups, pulling reports or creating more complex data pulls. Must review this complex data in order to design and produce comprehensive management reports to prepare the Directors for personal solicitations and contacts with donors and prospects. Creates, shares, organizes and analyzes data for various purposes using Advance, Word, Excel, PowerPoint and other software. Coordinates with other administrative staff, the Prospect Management Tracking and Research units to update donor records in Advance database to ensure accuracy and maintain data integrity. Communicates with donors, prospects, volunteers, trustees, key university administrators, faculty, staff, and community leaders. Represents the Directors and the Regional Giving unit in the absence of the Development Services Manager and/or the Directors. Discretely and professionally handles sensitive information and complies with all appropriate UCSB policies and procedures. Responsible for preparing, according to UCSB standards and policy and protocol, all donation paperwork for the Directors, including UDEV forms and conflict of interest declarations. Includes coordination with the Office of Development's Research and Prospect Management units, Advancement Services unit, Gifts Processing, and The UCSB Foundation. Creates and maintains donor and other files needed by the Directors and compiles data contained in these files to provide reports, letters, and memos to assist the Directors in all aspects of fund-raising duties. Prepares specific gift reports and background data for Directors' interactions and meetings with senior administrators, faculty, trustees, and volunteers. Acts as liaison between Development Office and campus administrators regarding Regional Giving fund-raising programs. At the direction of Directors, assists in planning and hosting regional donor cultivation and recognition events. Coordinates all necessary arrangements including parking, room reservations, room set-up and arrangements, dining arrangements, sign-in, expense management, and correspondence with outside vendors. Collaborates with Donor Relations & Stewardship unit on routine and specialized projects or issues. Prepares, according to UCSB protocol and standards, specific gift acknowledgement and solicitation letters, other correspondence, background data, reports, and memos to be used by Directors in all aspects of fundraising duties, inclusive but not limited to interactions and meetings with donors, senior administrators, faculty, trustees, and volunteers. Initiates and facilitates with Directors Regular Chancellor's Council renewals. Acts as a liaison between the Development Office and campus administrators regarding Regional Giving fundraising programs.

60% Administrative & Financial Support: Provides coordinated administrative and professional support for the Directors. Effectively anticipates and performs multiple support tasks, recognizes and solves problems, facilitates a wide variety of requests for assistance, and manages time effectively with shifting priorities and deadlines. Prepares executive level correspondence and compiles data for various business purposes. Utilizes Excel to create, produce, share, organize and compile relational data. As primary initial contact for the Directors, answers phone and/or redirects as appropriate. Coordinates calendar and schedules meetings for the Directors. Includes communicating via email, phone and in person with and scheduling appointments and arranging meetings with community members, students, university officials, faculty, trustees and administrators. Must be adept at assessing priorities and resolving conflicting requests. Makes travel, entertainment, and meeting arrangements, including meetings and receptions held both on and off campus according to policies and protocols. Provides assistance for planning and organizing Regional Giving events, including arranging for catering, invitations, parking, room reservations and follow-up activity in coordination with various staff. Completes and processes in a timely and accurate manner and according to established standards all University forms for travel and entertainment, including approval requests, advances, vouchers and check requests. Ensures all expenditures meet university protocol and policy and are complete with appropriate back up documentation. Provides financial support to the units and with guidance from the Development Services Manager, assists in the management of the Directors' established budgets. Monitors expenses against established budgets and brings discrepancies to the attention of the Directors and Development Services Officer; makes recommendations to the Development Services Manager for needed supplies. Ensures that all activities and processes are conducted in compliance with University, division and department policies and procedures, and audit requirements.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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