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Project Associate

Company: University of Virginia Physicians Group
Location: Charlotte
Posted on: November 25, 2022

Job Description:

University Advancement seeks a Project Associate (PA) to join the School of Engineering and Applied Sciences (SEAS) Advancement Team. The PA will serve as an organizational point person for and provide general administrative support to the SEAS team. The PA will track projects, ensure major milestones are achieved, and provide executive-level support for management of the SEAS Foundation Board. The PA will also assist with travel and expense reimbursement, event preparation, scheduling, data entry, and reporting needs. The PA will report to the Executive Director of Development, Engineering.Key Responsibilities:

  • Provide high-level administrative and project support to the Executive Director of Development
  • Maintain knowledge of and work in compliance with current organizational policies and procedures.
  • Generate recipient lists, demographic reports, and outcome measurement data, including generating mailing lists, maintaining, and updating donor information, entering contact reports and proposals, and creating and tracking events.
  • Perform data entry and provide database management support.
  • Prepare materials for donor visits and draft donor correspondence for development officers.
  • Generate and track stewardship reports and acknowledgement letters for donors.
  • Enter and track gift processing requests.
  • Assist development officers with portfolio management and reporting using Advance, Evertrue, and the BI Portal.
  • Prospect Management
  • Create purchase orders, reconcile expenses, and support budget development and analysis.
  • Initiate VEF disbursement requests
  • Process expenses and reimbursements for development officers in an accurate and timely manner.
  • Manage scheduling and meeting coordination for the director and other team members as needed, including but not limited to preparing board meeting and event materials and providing event support as needed.
  • Executive level Board support - track projects, ensure major milestones are achieved, and provides executive-level support for management of the SEAS Foundation Board
  • Coordinate Board of Trustees and UVEF committee meetings and events; liaison between various board working groups.
  • Renewal of state registrations - handles the annual reregistration of all 50 states once a year
  • Interfacing with the VEF legal counsel who assists with registrations.
  • Regulatory UAO Compliance - manages documentation requests throughout the year to ensure VEF is in compliance with stated policies
  • Audit support/IRS form 990 generation - maintains documentation for the UVA Fund; supports monthly meetings with the UVA Fund
  • Provide general office support as needed including editing correspondence, answering phone calls, and coordinating travel.
  • May be asked to participate in training, meetings, and cross-training opportunities
  • In addition to the above job responsibilities, other duties as assigned.Required Qualifications:Education: Bachelor's degree with at least two years of experienceRelevant experience may be considered in lieu of a degree.Preferred Qualifications:
    • Proficient in computer applications, working knowledge of relational database and software programs, especially SQL and Tableau
    • Ability to navigate database systems and analyze information using critical thinking and problem-solving skills
    • Demonstrate excellent oral and written communication, organizational skills, and strong customer service to meet deadlines
    • Proficiency with Microsoft Office programs.
    • Ability to work independently, using sound judgment to navigate obstacles as needed and complete tasks with minimal guidance.
    • Prior experience with CRM databases and other marketing or event software such as Advance, Marketing Cloud, Eventbrite, etc.Physical DemandsThis is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.Diversity, Equity & InclusionCommitted to attracting and retaining a diverse staff, University Advancement honors your experiences, perspectives and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable and welcoming so we can best achieve our mission of supporting our broadly diverse partners, schools, and networks of engaged alumni, parents, and friends of the University.UVA Advancement 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 a variety of technologies and tools. Depending on the type of position and work performed, or as deemed by manager, some positions may be required to work intermittently in a shared office space located in Charlottesville, Virginia.For additional information about the position, please contact Ann Baker, Executive Director of Development.The anticipated start date is December 2022 - January 2023.This position is arestricted positionand is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $50,000-$60,000commensurate with education and experience. -This is an Exempt level, benefited position. -For more information on the benefits at UVA, visit . -This position will remain open until filled. Review of applicants will begin November 8th.The University will perform background checks on all new hires prior to employment. To Apply: Process for Internal UVA Applicants: Please apply through your Workday Home page, search "Find Jobs", and search for "R0041896" -Process for External Applicants: Please visit UVA job board at and search for "R0041896". -Complete an application online with the following documents:
      • CV
      • Cover letterUpload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration. -References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. -For questions about the application process, please contact JonFreeman, Academic Recruiter, at jf2sw@virginia.edu.For more information about UVA and the Charlottesville community please see and COVID Vaccination Requirement and GuidelinesPlease visit -the - -webpage -prior to applying for current information regarding vaccination requirements---and---guidelines for employment at UVA.The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. - We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. - We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

Keywords: University of Virginia Physicians Group, Charlotte , Project Associate, Accounting, Auditing , Charlotte, North Carolina

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