Development Assistant, Regional Giving

Position Information

Payroll Title: BLANK AST 3 (004722)
Working Title: Development Assistant, Regional Giving
Job Code: 004722
Job Open Date: 8/9/22

Job Close Date: Open until filled
Application Review Begins: 8/31/22
Department Code-Name: DEVL -DEVELOPMENT
Percentage of Time: 100
Collective Bargaining Unit (CBU): CX
Grade Type/Grade: PSS/STEPS
FLSA Status: Non-Exempt
Work Location: Ellison Hall
Pay Rate/Range: $24.61 - $25.77 hourly
Days/Hours: Monday - Friday, 8am - 5pm
Benefits Eligibility: Full Benefits
Eligible for Remote Work: Hybrid work schedule possible
Type of Remote Work Arrangement: Hybrid work schedule possible

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.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Development Assistant, Regional Giving -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

• Excellent grammar, composition and proofreading skills.
• Strong organizational skills and unfailing attention to detail and accuracy.
• Exceptional verbal and interpersonal skills that foster positive relationships with diverse populations.
• Excellent computer skills including strong proficiency in Word,Excel, Powerpoint, Internet and e-mail and demonstrated ability to quickly learn various software programs.
• High level of initiative, creativity, and energy.
• Ability to work independently.
• Ability to maintain strict confidentiality in all aspects of work.
• Ability to prioritize duties and achieve planned goals for a complex program.
• Ability to work under tight and shifting deadlines.
• Ability to effectively solve problems and demonstrate sound reasoning and judgment.
• High School Diploma or equivalent

Preferred Qualifications

• Bachelor's Degree Preferred
• 1-3 years Administrative experience Preferred

Special Conditions of Employment

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

Special Instructions

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

Job Functions/Percentage of Time/Duties

• 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.
• 55% 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.
• 5% Other - Other duties as assigned.

Pandemic Statement

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals* under the policy must provide proof of Full Vaccination or submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment.

For more information, please visit:

* UC Santa Barbara COVID-19 Information: https://www.ucsb.edu/COVID-19-information

* UC SARS-CoV-2 (COVID -19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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Privacy Notification Statement

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California's Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.