Development Specialist to the Chief Development Officer

Job Posting Title:

Development Specialist to the Chief Development Officer

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Hiring Department:

College of Fine Arts

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes 

The College of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world. 

 

Benefits package: 

• 100% employer-paid basic medical coverage 

• Retirement contributions 

• Paid vacation and sick time  

• Paid holidays  

• Other services and perks. 

 

This job description may not contain all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply. 

 

Purpose 

Provides high-level, complex administrative support to the Interim Chief Development Officer at the College of Fine Arts, including assisting with operations for the College of Fine Arts development team, while working closely with the Executive Director to support principal-level fundraising activities. 

 

Responsibilities 

• Administrative Support: Provide executive-level administrative support, which includes, but is not limited to: Accurately synthesize large amounts of data into quarterly college-wide fundraising reports and other high-level reports, as requested by the Executive Director and Dean. Prepare gift proposals for individuals and foundations. Draft and process endowment and current-use funding pledge paperwork. Assist with special fundraising campaigns, including gift tracking and creation of personalized giving links. Assist with stewardship of principal level prospects, donors, and foundations, including creating impact and grant reports. Closely proofread written and digital materials for accuracy and grammatical errors. Prepare gift proposals, draft foundation proposals, and draft gift agreements. Prepare digital and physical donor correspondence, including birthday greetings, holiday cards, and other special occasions. Prepare donor briefing notes and talking points. Coordinate and manage team meetings.

• Travel Coordination: Arrange travel and prepare related travel documents, trip itineraries, and donor collateral materials for in-state and out-of-state trips by the Executive Director. Process Requests for Travel (RTAs) and expense reimbursements for travel, entertainment, and other miscellaneous items. Compose and prepare reports, meeting agendas, and notes; assist with contact reports, thank you letters, and follow up materials, as requested.

• Calendar Management: Provide complex, executive-level calendar management for the Executive Director in collaboration with the College of Fine Arts leadership and their assistants.

• Project Management:

• • Coordinate operations support for the Longhorn Band, specifically during the fall with regard to scholarship awards, and throughout the year with maintenance of scholarship and donor records with oversight from the Assistant Director of Development. 

• • Coordinate individual engagement plans with COFA gift officers for donors in permanent stewardship, in partnership with gift officers, Assistant Director of Development, and COFA development specialist.  

• Endowment Compliance: With the supervision of the Executive Director and Assistant Director of Development, manage all aspects of annual endowment compliance project for faculty and program endowments, including compiling reports of recipients, communicating with recipients about requirements and deadlines, tracking submissions, proofreading letters for grammatical errors, mailing letters to endowment principals, and keeping accurate records of sent letters.

• Event Logistics: Help coordinate details of annual fundraising and alumni engagement events, in national, regional, and local territories, and provide in-person staffing to events 3-5 times/year. Help create invitation lists, track RSVPs, prepare attendance reports, and file contact reports.

 

Required Qualifications 

• Bachelor’s degree and one year of experience in administrative support.  

• High degree of proficiency in Microsoft Office, especially Word, Excel, and Outlook. 

• Experience communicating professionally with internal and external constituents. 

• Required Competencies: 

• • Service Excellence  

• • Accuracy and Attention to Detail 

• • Effective Communications 

• • Prioritization 

• • Teamwork 

• • Growth and Development Mindset 

 

Relevant education and experience may be substituted as appropriate. 

 

Preferred Qualifications 

• Bachelor’s Degree and one year of experience in a university development and/or fundraising environment.  

• Background or interest in the visual and/or performing arts.  

• Working knowledge of major gifts fundraising and development.  

• Experience preparing correspondence within an allotted timeframe, downloading and formatting reports using Excel, and coordinating details of special events.  

• Experience with basic video editing and using ThankView email software. 

• Knowledge of University VIP and DEFINE web-based database systems.  

• Basic graphic design skills using Canva or Adobe products. 

 

Driving Required  

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing). 

 

Salary Range 

$54,000 - $57,000 

 

Working Conditions 

• This position is required to be in-office for at least the first 45 days; pending manager approval, it is then eligible for up to two remote days. 

• Prolonged screen time. 

• Repetitive use of a keyboard at a workstation. 

• Use of manual dexterity. 

 

Work Shift  

• Monday - Friday, 8am - 5pm 

• Occasional early mornings, evening, and weekends for special events is required.  

 

Required Materials 

• Resume/CV 

• 3 work references with their contact information; at least one reference should be from a supervisor 

• Letter of interest 

 
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.