Project Associate

External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Project Associate. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University‑related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

The Project Associate will support the development operations for the Karsh Institute of Democracy, the Sorensen Institute, the Weldon Cooper Center, and the Center for Politics at the University of Virginia. This position provides direct support to the Chief Development Officers of these organizations and their unit leadership. The selected candidate will demonstrate high levels of organization and time‑management skills, navigating multiple projects on behalf of different teams and providing consistent communication on their respective progress.

UVA administrative staff support strategic goals and ensure smooth university operations. This role is responsible for providing administrative services to the Chief Development Officers at the Karsh Institute, the Sorensen Institute, the Weldon Cooper Center, and the Center for Politics.

• Coordinate the development, production, and execution of annual giving materials, including written and digital solicitations.
• Serve as an administrative resource to high‑level donors, board members, vendors, and External Relations and unit leadership.
• Manage scheduling of board and committee meetings, ensuring timely communication and preparation.
• Oversee the production and distribution of acknowledgment letters and other donor stewardship materials.
• Process expenses and reimbursements for the development officers in an accurate and prompt manner using Workday.
• Design, develop, and maintain tracking systems, processes and reports as needed to monitor fundraising progress and develop donor outreach, invitation and solicitation lists using Tableau, IBM Cognos and Advancement CRM.
• Provide portfolio management and reporting support to development officers using the current CRM and the BI Portal.
• Prepare briefings, reports and presentation materials for Board Meetings and other high‑level groups.
• Plan, coordinate, manage, and staff small events and meetings, ensuring seamless execution.
• Organizational point person for specific projects or services, as needed.
• Ensure accurate data entry of contact reports and giving information and proper storage and retention of relevant documents and information. Recommend and track follow‑up actions as appropriate.
• Analyze and interpret data to support informed decision‑making in collaboration with supervisors.
• Deliver high‑level administrative and operational support across teams, leadership, and donor constituencies.
• Maintain up‑to‑date knowledge of organizational policies and procedures, ensuring compliance in all activities.

• Proactively approach projects and leadership needs, anticipating specific challenges or questions, and independently seek solutions.
• Keen attention to detail with excellent organizational, planning, and prioritization skills.
• Think creatively about process improvements.
• Competency with Microsoft Office Suite, particularly Microsoft Outlook, Word, Excel and PowerPoint.
• Willingness and ability to learn new systems, including, but not limited to, Canva, Salesforce CRM and Tableau.
• Ability to manage multiple tasks with competing deadlines, track progress, and communicate task status.
• Work independently to creatively solve problems within a fast‑paced environment.
• Ability to maintain confidentiality and exercise sound judgement and discretion.
• Sound judgement and tact in written and verbal communications across multiple constituent groups.
• Participate in training, meetings, conferences, and cross‑training opportunities, as applicable.
• Other duties as assigned.

• Bachelor's degree required.
• 2+ years of relevant…