Project Associate, Principal Gifts
Job ID: R0036895 | Project Management | Full Time | Charlottesville, VA
The University of Virginia seeks a development/administrative professional to join the University Advancement Office's Principal Gifts team in the role of Project Coordinator to provide program support for the University's principal gifts program, which seeks to secure transformational gifts for University and school/unit priorities.

The Project Coordinator will report to the Director of Principal Relationship Development (DPRD). They will provide executive support to the Associate Vice President (AVP) and program support to the Principal Gifts team, acting as a primary administrative resource for the 7+ member team. The successful candidate will have exceptional oral, written and interpersonal communication skills; the ability to pivot from one priority to the next with short notice; and the ability to exercise judgment and professionalism when handling confidential information.

Job Responsibilities

Executive Support for Associate Vice President – 30%
  • Oversee details of virtual and in-person meetings for which the AVP is responsible, including coordinating schedules of participants, event location, room set-up, meeting invitations and communicating regularly with other internal University teams and development officers.
  • Develop agendas (with input from attendees), create other supporting materials and capture meeting updates, including prospect strategy meetings with Advancement representatives from schools and units.
  • Manage the AVP's daily calendar for all activities and meetings, including monitoring for meeting requests, collecting meeting preparatory materials in advance, and preparing a daily summary.
  • Assist with correspondence, reports, updates and presentation materials or other document preparation at the request of the AVP. Capture follow-up and action items and review regularly with AVP.

Special Projects and Reporting – 30%
  • Directly manage assigned projects with input from DPRD, AVP and other team members. For example, coordinating requests for invitations and tracking replies for VIP programs and events, such as athletic suites and virtual events with University leaders; conducting periodic data clean-ups of principal gift-level donor records; and developing "How To" documents and templates for the team on new processes.
  • Maintain trackers of Principal Gifts team activity and assist with the creation and updating of reports on donor, team and principal-level gift activity on a weekly, monthly, quarterly and annual basis as needed.
  • Run reports from the donor database and package data to be easily understood by team members.

Development Support for Principal Gift Officers (PGOs) – 25%
  • Support Principal Gifts fundraising officers with development activity, including travel arrangements and reimbursements, filing contact reports, coordinating portfolio and proposal updates, generating geographic-based prospects lists and facilitating gift agreements and research requests.
  • Provide enhanced development support for AVP, including drafting and proofreading routine correspondence and acknowledgment letters to donors. Prepare, submit, file, retrieve and follow up on contact reports and proposals for the AVP. Manage AVP's portfolio of prospects and track next steps and visit priorities.
  • Support the development of briefing materials and file contact reports for University leadership as directed.

Principal Gifts Team Operations – 15%
  • Facilitate internal and external information sharing, including team meetings and events, team records and files, and shared mailbox and calendar. Serve as primary liaison among the Principal Gifts team and central administration, Advancement Services and IT to keep the team abreast of important UA and University updates, trainings, policies, etc.
  • Manage tools to support team operations by developing and maintaining fluency in UA technologies (such as Advance Web, Advance Performance, EverTrue, Tableau and Salesforce) and coordinating with Advancement Services on improvements to reports and tools.
  • Oversee team office supplies and shared accounts (e.g., FedEx) and coordinate the production of printed materials and presentations as needed.

In addition to the above job responsibilities, other duties may be assigned.

Required Skills and Experience:
  • Bachelor's degree with two years of experience is required. Relevant experience may be considered in lieu of a degree.
  • Preference will be given to candidates with at least 4 years of relevant experience.
  • Highly motivated and energetic with ability to show initiative and work independently, as well as collaborate with cross-functional teams.
  • Outstanding organizational and time management skills. Ability to exercise discretion in prioritizing tasks and balancing competing demands.
  • Excellent oral and written communication in daily interactions and attention to detail.
  • High degree of judgment and ability to handle sensitive information with confidentiality and integrity.
  • Appreciation and respect for principles of diversity, equity and inclusion. Ability to engage with diverse audiences (age, gender, nationality, ethnicity, profession, sexual orientation, etc.).
  • Appreciation for and understanding of the University's educational mission, strategic aims and programs.
  • Proficient knowledge of computer applications, including MS Office (Outlook, Word, Excel, SharePoint/OneDrive, PPT). Knowledge of Advance Web and/or Salesforce preferred.

Preferred Skills and Experience:
  • Demonstrated project management experience.
  • Strong working knowledge of UVA administrative procedures is preferred.
  • Knowledge of the principles of philanthropy, higher education and relationship management.

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. To work remotely, 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. This position will be required to work intermittently in a shared office space located in Charlottesville, Virginia.

This position will remain open until filled. This is an exempt-level, benefited position. This position is a restricted position and is dependent upon project need, availability of funding and performance. Estimated hiring range: $48,000 - $60,000, commensurate with education and experience. The University will perform background checks on all new hires prior to employment.

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.

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.

2420 Old Ivy Rd
Charlottesville, VA 22903

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