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Details

**Open Date** 09/02/2025

**Requisition Number** PRN43004B

**Job Title** Administrative Officer

**Working Title** Advancement Administrative 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 up to one hour earlier or later based on operational needs, occasional evening events as required).

**VP Area** President

**Department** 00289 - Development

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** $48,000 - $58,000 commensurate with experience

**Close Date** 10/15/2025

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

Job Summary

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 solicitaions, 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.

Comprehensive Benefits Package

The University of Utah offers a comprehensive benefits package, including:

+ Excellent health care coverage at affordable rates

+ 14.2% employer retirement contribution

+ Tuition reduction for employees and family members

+ Paid leave time (vacation, sick leave, and holidays)

+ Wellness programs to support physical and mental well-being

+ Professional development opportunities for career growth

+ Free UTA public transit pass (buses, TRAX , and FrontRunner)

+ On-campus shuttles for convenient transportation

+ Pre-tax commuter benefits for parking expenses

+ Employee discounts for campus events, athletic games, and cultural experiences

Responsibilities

Job Responsibilities:

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

Manages daily office operations and provides team support. Maintains office records, schedules meetings, distributes mail, and oversees administrative support functions. Manages the calendar for the Senior Director of Annual 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. Books meeting spaces, assists vendors, troubleshoots office logistics, and maintains office supplies. Provides onsite troubleshooting and administrative support to ensure office and meeting logistics run smoothly. Writes professional emails and correspondence on behalf of the team, ensuring clear and effective communication with internal and external stakeholders.

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. Occasionally picks up checks and ensures proper documentation and accurate fund allocation in coordination with Gift Processing. Utilizes UShop to create bids and is responsible for ensuring timely delivery and storage of products. Ensures prompt and accurate invoice payment and correct chartfield allocation.

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. Operational Support and Special Projects

Supports high-priority projects, process improvements, and operational initiatives. 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.

Minimum Qualifications

Bachelor’s degree in Business, Finance, or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

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

At this time, this role does not offer sponsorship for employment visa status (e.g. H-1B status).

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.