Project Associate, Engineering

UVA External Relations and UVA Engineering seek an experienced Project Associate to join a growing and aspirational School of Engineering and Applied Sciences (SEAS) Advancement team. 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 serve as an integral organizational point person for and provide high-level development administrative support to the SEAS Executive Director, working in close partnership with UVA External Relations and the SEAS Dean’s Office. The Project Associate will track projects, ensure major milestones are achieved, and provide administrative support for the management of the UVA Engineering Foundation. The Project Associate will address operational needs, resolve issues, and support team priorities.

The Project Associate may supervise a student intern and will report to the Executive Director of Development, UVA Engineering.

• Provide administrative, operational, and project support to the Executive Director and Dean’s Office on development matters, exercising independent judgment in prioritizing tasks and resolving issues.
• Develop and prepare briefing materials for donor visits and events, ensuring the Dean’s Office and Executive Director are strategically equipped for engagement.
• Manage and reconcile expense reports and process reimbursements for the Executive Director and development team with a high degree of accuracy and autonomy.
• Oversee general office operations, including drafting and editing correspondence, managing communications, coordinating travel, and ensuring smooth daytoday workflow.
• Maintain current knowledge of organizational policies and procedures through cross-training and apply this expertise to ensure compliance across all activities.
• Provide support and direction to a student intern, as appropriate, including training and task delegation.

• Lead the production and distribution of weekly acknowledgement letters and donor stewardship materials, ensuring timely and personalized donor engagement.
• Independently generate and analyze recipient lists, demographic reports, and outcome measurement data; maintain donor records; and manage event and proposal tracking.
• Oversee accurate gift administration by establishing new funds, processing gift agreements, and coordinating the distribution of gift funds from the Foundation to the School.
• Identify opportunities to enhance stewardship processes and recommend improvements to strengthen donor engagement.

• Design, implement, and manage tracking systems, reporting tools, and data processes to monitor fundraising progress and inform strategic decision making.
• Serve as a subject matter expert on the Advancement CRM, collaborating with UVA Donor Relations and Advancement Operations teams to optimize system functionality and data integrity.
• Manage donor outreach lists, reports, invitations, and solicitation data using Tableau and the Advancement CRM, ensuring accuracy and strategic alignment.
• Provide database management and troubleshooting support, proactively identifying and resolving data issues.

• Create purchase orders, reconcile expenses, and contribute to budget development, tracking and forecasting.
• Initiate and track UVA Engineering Foundation disbursement requests, ensuring compliance with financial policies and donor intent.
• Oversee the accuracy and timeliness of gift fund distribution processes.
• Provide audit support and documentation for IRS Form 990, maintaining required records and supporting monthly UVA Fund meetings.

• Provide support for the management and operations of the UVA Engineering Foundation.
• Support UVEF Board and…