WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you’ll discover a culture of teamwork, professionalism, and a rewarding career! 

JOB SUMMARY
The Development Administrative Associate will be a partner on the Development Programs team for the UTSW Office of Development and Alumni Relations.  The Development Administrative Associate will report to and provide administrative services to the Assistant Vice President of Development Programs and the UTSW Gift Officer team.  Tasks include but are not limited to travel, calendar maintenance, reimbursements and document presentation/preparation.  Duties will be focused on the Core and Special Operations sections listed below. 

This position is under a hybrid work schedule with three days on campus / two days remote per week. 
 

BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!

EXPERIENCE AND EDUCATION

Required

• Education
  High School Diploma or equivalent 
   

• Experience
  2 years of administrative or development experience and 
  Experience working for an academic medical center or health-related organization, familiarity with grant processes, and writing experience helpful. 
  May consider a degree in lieu experience. 
   

JOB DUTIES

• Core Responsibilities
  • Assist donors and other constituents with questions regarding giving, memberships, and events (process RSVPs)
  • Provide support for special and ad-hoc projects related to work and operations of assigned programmatic unit(s).
  • Perform various clerical duties for Advancement Services including: recordkeeping, answering phone calls, messaging, welcoming and directing visitors, document copying, etc..
  • Additional duties and responsibilities will vary depending on the assigned specialty business unit.
• Special Operations
  • Provide necessary administrative support for assigned programmatic units in the Office of Development and Alumni Relations.
  • Work closely with Director(s) and Development Coordinator to coordinate planning and implementation of direct mail and electronic solicitations and other donor communications.
  • Schedule internal and external (general business and donor) meetings on behalf of assigned programmatic units and maintain measurable data on donor contacts (actions) and follow-up in the CRM. Coordinate logistics of donor visits and events as requested, providing support for planning and successful execution. Prepare information for processing expense reports, requisitions, and other financial transactions in support of programmatic units.
  • Assist, as requested, in preparing annual cost center/program budgets, regularly monitor program budgets and expenses, and attend monthly financial profile meetings.
• Gift Administration
  • Support gift administration efforts by quickly and accurately managing assigned process cycle for all gifts, including performing data entry for all gifts and pledges by processing daily gift batches into the University constituent database (The Raiser’s Edge). Manage and maintain constituent records in The Raiser’s Edge, updating organization and individual records as necessary.
  • Prepare general acknowledgement letters including appropriate tax substantiations for gifts received adhering to University policies and standards for timely receipting and/or acknowledgement. Prepare, produce, and distribute basic and advanced gift reports as requested and assist in producing other data files and queries as requested by the Office of Development.
  • Perform basic and advanced queries in the constituent relationship management system/fundraising database (The Raiser’s Edge) to create mailing lists, reports, exports, and other data sets for donor communications, events, appeals, campaigns, etc
• Other
  • Works with the Director of Gift Administration and Accounting Manager to establish new Charts of Accounts and transfer funds from existing accounts.
  • Builds reports and communicates information on how to access funds and the purpose and intent of how funds are to be used with Principal Investigators and Department Finance.

SECURITY AND EEO STATEMENT

Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.