Job Details

Adv Admin Officer, Annual Giving

Position Number: 6422687
Location: Salt Lake City, UT
Position Type: Development and Fund Raising

Adv Admin Officer, Annual Giving

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 solicitations, 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.

Responsibilities
1. Day-to-Day Support, Customer Service, and Office Management

Manages daily office operations and serves as the first point of contact for internal teams. Provides responsive support, ensuring inquiries are addressed promptly and directed appropriately. Maintains office records, schedules meetings, distributes mail, and oversees administrative support functions. Helps manage the calendar for the Senior Director of Anuual 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. Prepares meeting spaces, assists visitors, troubleshoots office logistics, and manages campus errands such as check pickups, document deliveries, and maintaining office supplies.

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, working with departments to manage related expenses.

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. Mass Ordering Coordination

Utilizes UShop to create bids and manages communication with the Purchasing department, answering any questions related to the bid. Manages vendor relationships for projects like mass mailers and promotional items. Responsible for the communication process with vendors and ensures timely delivery and storage of products. Ensures prompt and accurate invoice payment and correct chartfield allocation.

5. Donor Engagement and Stewardship

Supports donor engagement and stewardship logistics for Annual Giving, Leadership Annual Giving, and Parent Giving donors, ensuring donors receive personalized and seamless experiences. Oversees the preparation and timely distribution of stewardship gifts and communications. Manages logistics for donor visits, ensuring meeting spaces, materials, and details are handled professionally. Ensures stewardship reports, financial statements, and other donor-related materials are prepared and distributed professionally and on time.

6. Meeting Coordination and Campus Events

Manages logistics for internal and campus partner related meetings and occasionally donor meetings, securing meeting spaces, setting up rooms, preparing materials, and troubleshooting technology issues. Orders and manages promotional items for Annual Giving events like Giving Day and stewardship projects like the Crimson Parent Society. Coordinates large campus collaboration meetings, including ordering catering, securing parking, and handling other logistics.

7. Team Morale and Internal Support

Supports the Annual Giving team by establishing weekly meeting agendas, assisting with retreat planning and execution, and coordinating internal team engagement activities. Ensures smooth adoption of process changes and provides support for special projects that require research, troubleshooting, and sourcing materials or information.

8. Vendor and Catering Coordination

Manages vendor orders and catering logistics, ensuring orders are placed accurately and delivered on time. Troubleshoots catering-related issues and ensures a high level of service for guests while serving as the primary contact for vendors and catering providers.

9. Onsite Troubleshooting and Other Duties as Assigned

Provides onsite troubleshooting and administrative support to ensure office, meeting, and event logistics run smoothly. Troubleshoots technical issues, arranges last-minute print jobs, and ensures spaces are set up correctly. Handles urgent, unexpected logistical challenges, such as resolving catering issues, retrieving last-minute materials, or adjusting meeting spaces as needed.

10. Operational Support and Special Projects

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.

This position requires a proactive and adaptable approach to supporting campus partner collaboration, financial management, and office operations. The officer ensures that all processes run efficiently while providing extraordinary customer service to university leaders, campus partners, and internal teams.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications
This position requires a strong background in administrative support, financial processes, and office management, with the ability to learn quickly and adapt to evolving priorities. Candidates must have experience handling complex scheduling, processing financial transactions, and managing office logistics in a fast-paced environment. Strong organizational skills, attention to detail, and the ability to prioritize multiple tasks while meeting deadlines are essential.

Experience in a related field or an equivalent combination of education and experience is required.

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

Requisition Number: PRN42697B
Full Time or Part Time? Full Time
Work Schedule Summary: M-F, 8:00 a.m. - 5:00 p.m. (with flexibility of hybrid work and in-office days)
Department: 00289 - Development
Location: Campus
Pay Rate Range: 48000.00 to 58000.00
Close Date: 9/30/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/186406