Advancement Associate or Advancement Coordinator, UVA Health Children's

UVA Health Development (UVAHD) within University Advancement (UA) at The University of Virginia seeks an Advancement Associate or an Advancement Coordinator, UVA Health Children's, to join our collaborative, high-achieving, and enthusiastic team. The Advancement Associate or Advancement Coordinator will play a key role in expanding the scope and enhancing the impact of the UVA Health Children's fundraising program.

As a member of the UVA Health Children's development team, this individual will support and speed the work of the UVA Health Children's Director of Development, Associate Director of Development, and Associate Director of Development, Children's Miracle Network Hospitals (CMNH) and Corporate Philanthropy. In addition, they will help engage community members, friends, and patient families in support of UVA Health Children's priorities.

Administrative support for the UVA Health Children's fundraising team includes scheduling virtual and in-person meetings with internal and external stakeholders and preparation of collateral materials; arranging travel and processing expense reimbursements; drafting of agendas and meeting minutes; and timely, accurate data entry. This role is also expected to develop an understanding and ability to run a variety of reports from the UVA donor databases; perform prospect research; provide communications support for donor engagement; and other tasks as assigned.

Additionally, the chosen candidate will ensure that our outreach to donors and grateful family prospects is prioritized, coordinated, and fully compliant with patient privacy law. This position will support our programs to engage volunteers, faculty, and clinician partners in philanthropy, track campaign fundraising and performance metrics, and collaborate with other UVA Health Development and University Advancement colleagues.

Advancement Associate:

• Administrative Support for UVA Health Children's Development Officers

  • Maintain an up-to-date, working knowledge of the UVA Health Children's team's workload, calendars, priorities, and deadlines. Serve as a knowledgeable point of contact for other UVAHD and UA colleagues.

  • Schedule meetings for frontline fundraisers with internal colleagues, donors, faculty and physician partners, and CMNH/local/corporate partners and volunteers; organize and confirm meeting logistics; prepare agendas and supporting materials, including briefings, patient prospect lists, reports, etc.

  • Provide support as needed for prospect/donor visits with faculty and leadership.

  • Assist frontline fundraising team in timely follow-up to visits, including completing contact reports, proposals, processing correspondence, and filing documentation in the OnBase electronic filing system.

  • Communicate professionally and assist team members in ensuring timely responses to inquiries and requests for information from UVAHD leadership, faculty, volunteers, donors, and community members.

  • Compile team meeting agendas and facilitate team meetings, track action items and take notes during meetings.

  • Complete expense reports in Workday for all children's development team members.

  • Set up and confirm travel arrangements using Travel UVA. Assist with reimbursements using Workday.

  • Other duties as assigned.

• Prospecting and Pipeline Development for UVA Health Children's

  • Generate reports and prospect lists, and conduct general prospect management and research using University Advancement technology tools and databases including but not limited to Advance, Advance Performance, EverTrue, and Salesforce-based CRMs (Customer Relationship Management). Manage information on patient donors and prospects in full compliance with HIPAA patient privacy laws.

  • Review weekly giving reports; utilize the Advance database to identify potential donors within the alumni, parents, and friends' constituent base; perform prospect research on potential donors using web and CRM database and tools.

  • Assist frontline fundraisers in managing prospect discovery work and prospect lists.

  • Assist frontline fundraisers with portfolio management and moves management for prospects and donors.

  • Record and maintain donor, prospect, solicitation, and proposal activity in databases.

• UVA Health Children's Program Support

  • Collaborate and build working relationships with UVAHD colleagues including Donor Relations & Stewardship, Communications, Gift Administration, and other teams.

  • Serve as a liaison to donors, volunteers, board members, and external organizations; field inquiries about donations, volunteering, touring the hospital as a special guest, or holding a third-party event to benefit UVA Health.

  • Assist with the preparation of appropriate fundraising campaign and presentation materials.

  • Provide administrative support to for Children's Miracle Network fundraising campaigns with local and corporate CMNH partners; including but not limited to event preparation and day-of staffing, preparing mailed solicitations and acknowledgments, and data entry.

  • Support special projects as assigned, such as annual giving campaigns, as-needed support for fundraising events, or ordering promotional items.

Advancement Coordinator (in addition to the responsibilities listed above):

The Advancement Coordinator will have a track record of success in managing projects, leading administrative tasks, and will have demonstrated success in working with diverse constituencies of people, outstanding organizational and communication skills, and the ability to work with databases and organize/analyze data and information. They will be able to pivot easily between independent project work and collaborations with a supervisor and/or team. They will be proactive and entrepreneurial in creating efficiencies, keeping the team organized and improving performance. They will have at least 3 years of directly related experience.

Knowledge, Skills and Abilities:

• Excellent interpersonal skills with a strong orientation toward, collaboration, teamwork, and a solution-oriented mindset

• Exceptional oral and written communication skills, with the ability to convey information clearly and effectively across diverse audiences

• Strong customer service orientation with a proven ability to follow through and ensure client satisfaction

• Proficient in administrative procedures with a solid working knowledge of office operations and protocols

• Exceptional organizational abilities with a keen attention to detail and efficiency

• Demonstrated ability to engage with donors, volunteers, and a diverse array of stakeholders with the utmost professionalism and a strong understanding of appropriate protocols

• Demonstrated commitment to maintaining confidentiality and exercising discretion when handling sensitive information

• Strong critical thinking skills with the ability to identify and implement effective solutions to emerging challenges

• Proven ability to effectively prioritize tasks and adapt seamlessly to shifting responsibilities as needed

Location: The UVA Health Development Office operates within a distributed team's model for work. University Advancement offers a flexible and hybrid workplace. While this position is based in Charlottesville, VA, qualified candidates will be considered, living within a reasonable driving distance of Charlottesville, with the expectation that they would travel to Charlottesville frequently, as needed for meetings, vendor meetings, and / or events.

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. This role will be required to work intermittently in a shared office space located in Charlottesville, Virginia.

This position will remain open until filled. This is a non-exempt level, benefited position. This position is a restricted position and is dependent upon project need, availability of funding, and performance. This position will not sponsor for work visas.

Advancement Associate - Anticipated Hiring Range: $45,000 - $50,000K / year commensurate with education and experience.

Advancement Coordinator - Anticipated Hiring Range: $50,000-$54,000K / year commensurate with education and experience.

Minimum Requirements - Advancement Associate

• High School Diploma required

• At least 2 years of related experience

Minimum Requirements - Advancement Coordinator

• High School Diploma required, Bachelor's preferred

• At least 3 years of related experience

For questions about the application process, please contact Jon Freeman, Recruiting Specialist, at jf2sw@virginia.edu.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.