Administrative Assistant

Administrative Assistant

This position reports to the Senior Director of Development within the Arizona Cancer Center (AZCC) and works closely with the AZCC development and leadership team, Greater Philanthropy and Alumni Engagement (PAE) team, and the University of Arizona (UA). The assistant will provide a variety of administrative and support‑related activities for the AZCC development team (50%) and AZCC leadership (50%). The role requires a high degree of professionalism, discretion, confidentiality, initiative, and organization;

accuracy and attention to detail; the use of good judgment; and an ability to set priorities and handle multiple projects with limited supervision. Excellent communication and interpersonal skills and a high degree of computer proficiency are essential.

This position is a member of the Philanthropy Alumni & Engagement Program (PAE) and is jointly managed by the Arizona Cancer Center and the University of Arizona Foundation as specified in the Amended and Restated Development Services and Asset Management Agreement dated July 2, 2021.

• Health, dental, and vision insurance plans
• Life insurance and disability programs
• Paid vacation, sick leave, and holidays
• Tuition reduction for the employee and qualified family members
• Retirement plans
• Access to the University of Arizona recreation and cultural activities

• Provides quality customer service and ensures efficient office operations in compliance with UAF and AZCC policies.
• Screens incoming inquiries to provide prompt attention and effectively manage customer/donor expectations.
• Schedules meetings and appointments with AZCC partners, PAE staff, UA campus leaders, development officers, prospects, donors, and others as requested by supervisor.
• Distributes daily mail.
• Assists with AZCC and PAE special events including homecoming and meetings.
• Assists with planning, drafting, and editing written correspondence, proposals, and other materials to donors and executive leadership.
• Prepares gift transmittal forms and non‑gift deposit transmittals for PAE Financial Services.
• Uses Blackbaud Constituent Relations Database (Lynx) to prepare gift acknowledgment letters and background materials in accordance with PAE and department standards.
• Records follow‑up activities via Lynx, performs data quality control checks, and prepares reports.
• Prepares mailing and electronic lists for communication updates, newsletters, and invitations.
• Manages Senior Director’s calendar and prepares materials for meetings.
• Collaborates with PAE central service teams and development officers to update donor bio/demographic data in Lynx.
• Prepares reimbursements and purchase orders.
• Serves as contact for campus partners on questions related to UA/UAF/AZCC systems and services and assists with events.
• Prepares expense and travel reimbursements and authorizations for development staff.
• Maintains organized office files and basic project tracking.
• Organizes and facilitates campus tours for prospects, donors, and other visitors.
• Assists with multiple monthly administration meetings for AZCC leadership, including taking and distributing minutes.
• Assists with meeting logistics: preparing invitations, reserving rooms, ordering catering, printing, collating, and distributing materials, and managing audio/visual equipment.
• Facilitates travel arrangements: flights, rental cars, hotels, conference registrations, etc.
• Reconcilies Pcard and provides entry‑level financial assistance in collaboration with the business office.
• Provides event support for large meetings, retreats, and symposiums specific to AZCC leadership.

• Knowledge of office and business procedures.
• Commitment to a collaborative team environment with shared goals.
• Ability to work efficiently with a wide variety of individuals, including donors, PAE colleagues, deans, faculty, and staff.
• Excellent communication and interpersonal skills.
• Ability to effectively communicate verbally and in writing.
• Commitment to exceptional customer service, translating PAE donor‑centricity and collaboration into practice.
• Discretion with highly confidential and sensitive…