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Job Summary: About USF:
The University of San Francisco (USF) is recognized as a leading Jesuit Catholic, urban university with diverse student and faculty populations and a global perspective. Established as San Francisco's first institution of higher education in 1855, USF is committed to investing in building stronger ties to its alumni, parents & families, and surrounding communities.
It's an exciting time to be a part of the Office of Development at USF. This position will have the opportunity to support a fast paced, creative and results-driven team and help the university elevate its fundraising and engagement outcomes.
Position Summary:
Under the general supervision of the Associate Vice President, Annual Giving, Campaign Planning and Development Operations, the Program Assistant V provides full-time administrative, project management, data coordination, reporting, and office support to the Senior Director, Annual Giving and its programs (, Direct Marketing, Parent & Family Philanthropy, Leadership Annual Giving, and Reunion Giving), as well as for the Senior Director of Campaign Communications and its programs (campaign communications, development marketing and communications, etc). The position also provides general project management and administrative support for special projections for other departments and staff within the vertical as needed, as assigned by the Lead Program Assistant within the vertical.The Program Assistant will be responsible for supporting administrative functions around selected budgets and act as the key operational/technical lead for supportive functions within the Departments of Annual Giving and Development Communications. They will also serve as the primary contact for donors, handling inbound and outbound communications and ensuring a positive donor experience. Independent judgment and decision-making abilities are required for planning, prioritizing, and organizing workload. Strong technical and organizational skills will be essential to the success of this position.
Full Job Description: Essential Job Responsibilities:
- Work with the Director of Annual Giving and Director of Development Communications to develop and maintain a comprehensive divisional marketing and communications calendar to include planned communications, solicitations and events across the division. Manage department specific editorial and production calendars as assigned.
- Independently arranges and coordinates events, meetings and activities for Annual Giving, Development Communications and others as needed
- Under the mentorship of the Lead Program Assistant within the vertical, provide support for vertical budget managers for Annual Giving and Development Communications,; including projecting and tracking expenses, processing invoices, purchase orders, staff travel reimbursements, etc.
- Provides technical and operational support for Annual Giving and Development Communications teams, including but not limited to appeal code and segmentation creation and tracking, updating mailing lists to established strategic specifications using advanced expertise of Microsoft Excel, Salesforce Affinaquest, and other systems, utilization of database resources to track constituent involvement with stories, media content and other university produced communication vehicles, preparing and uploading final solicitation and engagement communications lists to external vendors and/or internal systems, conducting and evaluating A/B test scenarios, and other operational tasks as assigned.
- Assists in identifying and producing metrics/reports to evaluate traditional and digital communications, segmentation performance, and overall program productivity. This includes metrics for social media performance, google analytics trend analysis, and more.
- Facilitate and process mail merges of various levels of size and personalization. This can include mass mailings, acknowledgements/receipts, pledge reminders and other critical print efforts.
- Act as a subject matter expert and power user within the University's email marketing system, Emma, to assist in creating email drafts, developing email audience and exclusion lists and navigating campaign performance tabs within Emma.
- Advance the availability and accuracy of contact records held within Development's database of record, proactively working to find creative solutions to invest in data acquisition, streamline operational efficiencies in data entry, and increase accuracy rate of data requests.
- Receives, screens, and directs telephone calls, visitors, mail and email requests from donors and other internal and external constituencies. Researches and independently resolves donor relations issues as they arise. Responsible for following up and resolving inquiries.
- Organize, update and provide training for campaign communication resource repository, utilizing exceptional organizational skills to maximize user navigation experience with all campaign materials.
- Provide support for days of giving, signature events, the student philanthropy program and other special campaigns with a focus on special events, digital marketing, social media and emerging technologies.
- In partnership with the leadership and staff of the Annual Giving program, support the administrative functions of the Student Phonathon program, including oversight of student ambassador hiring, onboarding and training modules for 30-50 student workers annually.
- May hire and oversee additional student workers including creating schedules, assigning projects, communicating expectations and providing performance feedback.
- Determines project deadlines together with the manager and employs effective follow-up systems to ensure that deadlines are met.
- Provide project management and support for Day of the Dons, student philanthropy, and other key programs and campaigns.
- Monitors and replenishes stocks of materials, office supplies, and stationery.
- Handles sensitive and confidential information.
- Helps maintain systems, processes, calendars, and other tools utilized by assigned teams.
- Attend and proactively engage with divisional, vertical and department meetings associated with the role.
- May act on the behalf of the manager in their absence.
- Other duties as assigned by the Associate Vice President or Senior Director or others within the vertical.
Requirements:
- Five years increasingly responsible work experience in administrative work or equivalent; at least two years in a senior administrative support role desirable.
- Excellent technical and project management skills. Detail-driven organizational skills required.
- Demonstrated advanced technical and computer skills including demonstrated knowledge of Google-suite, word processing (Microsoft Word) and spreadsheet (Microsoft Excel) software. Working knowledge of Adobe Creative Suite preferred. Experience with mail merges, advanced excel formulas and pivot tables/charts preferred. Advanced aptitude for navigating computer database systems and complex CRM tools preferred.
- Expeditious responsiveness in resolution of projects and requests required. Must be customer service and team oriented and willing to bring a consistently positive spirit to the office.
- Excellent oral and written communication skills.
- Experience managing budgets preferred.
- Ability to think and work independently in the absence of specific instructions.
- Post-high school education preferred.
- Willing and able on occasion to perform duties evenings and weekends.