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Details

**Open Date** 07/29/2025

**Requisition Number** PRN42697B

**Job Title** Administrative Officer

**Working Title** Adv Admin Officer, Annual Giving

**Job Grade** D

**FLSA Code** Administrative

**Patient Sensitive Job Code?** No

**Standard Hours per Week** 40

**Full Time or Part Time?** Full Time

**Shift** Day

Work Schedule Summary

M-F, 8:00 a.m. – 5:00 p.m. (with flexibility of hybrid work and in-office days)

**VP Area** President

**Department** 00289 - Development

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** 48000.00 to 58000.00

**Close Date** 09/30/2025

Priority Review Date (Note - Posting may close at any time)

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.

**Type** Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.