Project Associate
Job ID: R0041896 | Project Management | Full Time | Charlottesville, VA

University Advancement seeks a Project Associate (PA) to join the School of Engineering and Applied Sciences (SEAS) Advancement Team. The PA will serve as an organizational point person for and provide general administrative support to the SEAS team. The PA will track projects, ensure major milestones are achieved, and provide executive-level support for management of the SEAS Foundation Board. The PA will also assist with travel and expense reimbursement, event preparation, scheduling, data entry, and reporting needs. The PA will report to the Executive Director of Development, Engineering.

Key Responsibilities:

  • Provide high-level administrative and project support to the Executive Director of Development
  • Maintain knowledge of and work in compliance with current organizational policies and procedures.
  • Generate recipient lists, demographic reports, and outcome measurement data, including generating mailing lists, maintaining, and updating donor information, entering contact reports and proposals, and creating and tracking events.
  • Perform data entry and provide database management support.
  • Prepare materials for donor visits and draft donor correspondence for development officers.
  • Generate and track stewardship reports and acknowledgement letters for donors.
  • Enter and track gift processing requests.
  • Assist development officers with portfolio management and reporting using Advance, Evertrue, and the BI Portal.
  • Prospect Management.
  • Create purchase orders, reconcile expenses, and support budget development and analysis.
  • Initiate VEF disbursement requests.
  • Process expenses and reimbursements for development officers in an accurate and timely manner.
  • Manage scheduling and meeting coordination for the director and other team members as needed, including but not limited to preparing board meeting and event materials and providing event support as needed.
  • Executive level Board support - track projects, ensure major milestones are achieved, and provides executive-level support for management of the SEAS Foundation Board.
  • Coordinate Board of Trustees and UVEF committee meetings and events; liaison between various board working groups.
  • Renewal of state registrations - handles the annual reregistration of all 50 states once a year.
  • Interfacing with the VEF legal counsel who assists with registrations.
  • Regulatory UAO Compliance - manages documentation requests throughout the year to ensure VEF is in compliance with stated policies.
  • Audit support/IRS form 990 generation - maintains documentation for the UVA Fund; supports monthly meetings with the UVA Fund.
  • Provide general office support as needed including editing correspondence, answering phone calls, and coordinating travel.
  • May be asked to participate in training, meetings, and cross-training opportunities
  • In addition to the above job responsibilities, other duties as assigned.


Required Qualifications:

  • Education: Bachelor's degree with at least two years of experience. Relevant experience may be considered in lieu of a degree.

Preferred Qualifications:

  • Proficient in computer applications, working knowledge of relational database and software programs, especially SQL, and Tableau.
  • Ability to navigate database systems and analyze information using critical thinking and problem-solving skills.
  • Demonstrate excellent oral and written communication, organizational skills, and strong customer service to meet deadlines.
  • Proficiency with Microsoft Office programs.
  • Ability to work independently, using sound judgment to navigate obstacles as needed and complete tasks with minimal guidance.
  • Prior experience with CRM databases and other marketing or event software such as Advance, Marketing Cloud, Eventbrite, etc.



This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.


Diversity, Equity & Inclusion

Committed to attracting and retaining a diverse staff, University Advancement honors your experiences, perspectives and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable and welcoming so we can best achieve our mission of supporting our broadly diverse partners, schools, and networks of engaged alumni, parents, and friends of the University.

UVA Advancement offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. Depending on the type of position and work performed, or as deemed by manager, some positions may be required to work intermittently in a shared office space located in Charlottesville, Virginia.


For additional information about the position, please contact Ann Baker, Executive Director of Development.


The anticipated start date is December 2022 - January 2023.


This position is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $50,000-$60,000 commensurate with education and experience.


This is an Exempt level, benefited position. For more information on the benefits at UVA, visit This position will remain open until filled. Review of applicants will begin November 8th.


The University will perform background checks on all new hires prior to employment.


For questions about the application process, please contact Jon Freeman, Academic Recruiter, at

For more information about UVA and the Charlottesville community please see and

COVID Vaccination Requirement and Guidelines


Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.




Charlottesville, VA
Charlottesville, VA 22903

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