Administrative Support Specialist

POSITION SUMMARY

The Administrative Support Specialist (Specialist) provides direct administrative support to the development department for JABSOM and the UH Cancer Center and is responsible for overseeing general office administration.

REPORTS TO

Executive Director of Development, JABSOM and UH Cancer Center

ESSENTIAL FUNCTIONS

Specific responsibilities and performance expectations include:

Development Support

• Works closely with the JABSOM and UH Cancer Center Development Team in achieving campaign priority setting goals.
• Create and maintain prospect/donor files, as well as other development office files.
• Assist in the planning and execution of unit-based donor events not directly handled by the UH Foundation Special Events Department or JABSOM Special Events. Identify guest list and submit data and eblast requests; prepare, create and send invitations, RSVPs, name tags, and registration materials; staff event; and initiate subsequent follow-up communication, as necessary.
• Enter, maintain and retrieve information from the development database including prospect portfolio and proposal updates for all JABSOM and UH Cancer Center fundraisers.
• Conduct or obtain from the University of Hawaii Foundation (UHF) Office of Development Research, research on donors, generate briefings, gift summaries, fundraising reports, prospect and other targeted lists.
• Prepare development correspondence, acknowledgments, proposals and other written materials.
• Update JABSOM and UH Cancer Center donor walls annually by generating donor reports and working with donor wall vendors for updates.
• Assist in coordinating direct mail and email appeals.

Account Management

• Serves as an interface and resource between account administrators and JABSOM and UH Cancer Center fundraising professionals.
• Develop and maintain positive relationships with account administrators (faculty, staff, and academic leadership) through proactive communication and providing prompt and accurate service.
• Provide and process information in response to inquiries, concerns and requests about UHF accounts. Assist in opening, revising and closing accounts. Assist in revising existing accounts so account administrators can better utilize the funds.
• Educate account administrators in using UHF and UH Finance and Accounting systems.
• Generate reports for account administrators, department chairs, and leadership of JABSOM and UH Cancer Center.
• Coordinate data requests between departments and Data and Technology Services.
• Develop call and in-person meeting cycle with department chairs to discuss UHF account concerns.

Communications

• Assist in production of email and stewardship campaigns by drafting in Mailchimp and Thank View. Work in tandem with team to proof, edit and draft stories as needed. Assist with tracking of data and analytics. Work with Marketing director and Development team to promote news and events on social media in a timely manner. Help to draft content or social media posts as needed.
• Work with Development team to administer personalized stewardship communication touches such as birthday, condolences, congratulatory and holiday greetings.
• Assist in production of unit impact reports by working with certain faculty and researchers to obtain annual reporting information for UHF team.
• Assist in production of unit holiday greeting cards and email campaign.
• Assist in production of unit annual report and email campaign.

Administrative Support

• Responsible for the smooth functioning of the JABSOM and UH Cancer Center Development Office.
• Organize and facilitate meetings; schedule and coordinate dates and times, venues, attendance, agenda, and facilities; and provide administrative support and follow-up on matters arising from meetings.
• Oversee fiscal matters, including gift processing, assisting in preparation of fundraising projections and reports, reimbursement requests, requisitions and purchase orders.
• Manage department’s corporate credit card.
• Coordinate travel schedules, make travel arrangements, and prepare travel briefings.
• Regularly deal with diverse matters requiring a broad knowledge of the UH Foundation’s organizational operations and policies necessary to ensure appropriate decision-making protocols are followed.
• Other responsibilities as assigned.

EVALUATION

The Specialist will meet annually with his/her supervisor to put in place a plan for the year. This plan will include goals for each of the basic responsibility categories, as well as program and professional development goals. At the end of each year, the Specialist and his/her supervisor will review the progress towards the annual goals.

KNOWLEDGE, SKILLS AND ABILITIES

• Bachelor’s degree preferred or minimum of one year of progressively responsible experience in corporate, higher education or non-profit organization.
• Excellent written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Highly collaborative with excellent customer service skills.
• Proficient in Microsoft Office Suite or similar software.
• Broad based knowledge and skills related to fundraising or development in higher education a plus.

WORKING CONDITIONS

Based at the John A. Burns School of Medicine, this Specialist will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work.

The Specialist may be required to visit areas of the University campus, as well as locations in and around O’ahu. The Specialist must have a valid driver’s license, an acceptable driving record, or must have an acceptable mode of transportation. The Specialist may need to work weekends or evenings and may exceed a 40-hour work week to fulfill the demands of the position. The Specialist must be able and willing to travel interisland upon request.