Project Associate, Direct Marketing

Position Summary

The Project Associate will provide administrative and project management support to the University Annual Giving & Stewardship Direct Marketing team. The Project Associate reports to the Senior Director, Direct Marketing and will collaborate with the Direct Marketing team to ensure that each project receives the resources and attention it needs to be successful. This role includes handling correspondence with external stakeholders, processing vendor invoices, creating appeal codes, maintaining premium fulfillment, assisting with proofing of projects, and providing administrative support to the Senior Director, Direct Marketing.

• Provide customer service to constituents by maintaining the University Annual Giving & Stewardship inbox and handling correspondence with external stakeholders.
• Create campaign codes in the CRM, ensuring all Direct Marketing projects are coded correctly.
• Serve as the point person for premium campaigns, including providing vendors with timelines and mailing lists.
• Help review and proof Direct Marketing projects to ensure accuracy of constituent data.
• Complete expense and reimbursements in compliance with stated UA and UVA policy and guidelines for assigned team members in an accurate and timely manner.
• Ensure invoices and expenses are paid promptly and enter ROI into the CRM.
• Manage a student intern responsible for data inputs in the CRM.
• Provide administrative support to the Direct Marketing team and calendar management to the Senior Director, Direct Marketing.
• Participate in University Annual Giving & Stewardship, Annual Giving Community of Practice, Office of Engagement, and External Relations meetings.
• Collaborate with the Office of Engagement administrative team to ensure the completion of shared tasks and initiatives and actively participate in the Administrative Professionals Training (APT) for continued professional development.
• Participate in meetings, events, and other duties as assigned.
• Other duties as assigned.

• Education:
  
  Bachelor's degree required.
• Experience:
  
  2+ years of relevant experience required. Additional relevant experience may be considered in lieu of a degree.
• Strong attention to detail and ability to meet deadlines.
• Exceptional customer service skills.
• Proven ability to manage projects independently or as part of a team.

• Experience with Freshdesk or another helpdesk ticketing system.
• Experience with Salesforce CRM.
• Experience using design tools such as Canva or Visme to help with building reports.
• Familiarity with AI tools (e.g., Copilot, Claude, or similar) to summarize, synthesize, and visualize information.
• Ability to format and summarize data in Excel (e.g., pivot tables).

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.

• $57K - $64K / year, commensurate with education and experience.

• This is an exempt-level benefitted position.
• This is a restricted position, which is dependent on funding and is contingent upon funding availability.
• UVA External Relations 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 various technologies and tools.
• This position is required to work intermittently in a shared office space located in Charlottesville, Virginia. This position is hybrid, and the incumbent must live or be willing to relocate within 50 miles of our office building located in Charlottesville, VA.

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.